Board Report Fall 2019

courtneyjosimpkins

Beta Club Board Report Fall 2019

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A

B

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E

3 - 4

5 – 14

15

17 – 27

28 – 39

41 –45

47 – 51

AGENDA

MINUTES

POLICY CHANGES

ADMINISTRATIVE

18 – 21 Board Contact Info

22 Board Members

23 Board Chair Rotation

24 Committee Assignments

25 Staff

26 – 27 Organization Chart

CONVENTION & LEADERSHIP

29

30 – 31

32

33

34 – 35

36

37

38 – 39

FINANCE

Convention Improvements & Goals

State Officer Information

2019-2020 Convention Schedule

2018-2019 Convention Totals

Leadership Summits

Junior Leadership Camp

Senior Leadership Conference

Infuse

Budget Proposal

Investments

2019–2020 Proposed Budget

42

43

44 – 45

MEMBERSHIP

47 – 48

49

50

51

Growth

Founder’s Day & Beta Decal

Initiatives

New Sponsor Retention

52 – 56 MERCHANDISE

53

54

What’s New

Convention Sales

Merchandise Sales

55 – 56

57 – 58 PRODUCTION

58 Recap & Initiatives

60 – 65 SALES & MARKETING

61 – 62 Sales Wrap Up

63 Travel

64 Marketing

65 Projects & Goals

66 – 77 TECHNOLOGY

67

68

69 – 71

72 – 73

74

75 – 77

78 – 80 STAFF SERVICE

79 – 80 Monthly Service

Software Development

System / Infrastructure

IT Strategic Plan

The Big Picture

Uptime

Analytics

OF

CONTENTS


Executive Committee Agenda

Friday, October 18, 2019

Holiday Inn Express & Suites

Palmetto Room

7:30 AM – 9:30 AM

• Officer Travel

• Officer Shirts

• New Employee Moving Expenses

• Review/Update Board Policy and Procedures Manual

• New Sponsor Position

• State Fund Review

• 2020 Board Meeting Location

• Separate Elementary Convention beginning in 2021

Executive Committee Members

Dr. Sabrina Runyon, Board Chair

Dr. Zel Thomas, Board Chair Elect

Mr. Troy Hickey, Board Liaison

Dr. Rita Carter

Mr. Jerry Newton

Mr. Mark Conley

Ms. Donna Wear

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Board Agenda

Friday, October 18, 2019

Holiday Inn Express & Suites

Palmetto Room

10:00 AM – 4:30 PM

Board Agenda

Saturday, October 19, 2019

Holiday Inn Express & Suites

Palmetto Room

8:30 AM – 2:00 PM

• Call to Order

- Dr. Sabrina Runyon, Board Chair

• Inspiration

• Roll Call

• Approve Board Minutes

- Dr. Sabrina Runyon, Board Chair

• Audit Review

• Internal Affairs Report

- Mr. Troy Hickey

Lunch (Board and Staff)

CityRange Steakhouse Grill

11:30 AM – 1:00 PM

• Department Reports

- Finance

- Merchandise

- Production

- Marketing

- Membership

- Technology

- Convention/Leadership

• Dan Foster (Raymond James)

• Adjourn

• Call to Order

- Dr. Sabrina Runyon

• Roll Call

• Executive Committee

Recommendations

- Dr. Sabrina Runyon

• CEO Updates

- State Scholarship Recipient Form

- National Convention Rotation

Schedule

- Excess Funds

- Approve Final Budget 2019-

2020

• Future National Convention

Presentations

• Future National Convention Selection

• Adjourn

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MINUTES OF THE NATIONAL BETA CLUB BOARD OF DIRECTORS MEETING

JUNE 14, 2019

• Call to Order

Mr. Clarke Scott, Board Chair

Mr. Scott thanked everyone for coming and thanked Bobby Hart, Denia Brown, and the entire staff for their efforts to

make this convention a success. Board member announcements: #1-Dennis Campbell provided thanks to all who have

helped to make the OKC Convention a success, and thanked Bobby Hart and the Beta staff, Gwen Young and Rita

Carter for all their help and advice this year. He provided a schedule of events for the Board and convention attendees

to participate in while in OKC. Donna Wear presented Mitchell Parham and Dennis Campbell with Louisville Sluggers

for attending the Kentucky convention and for hosting this year’s convention. Donna Wear provided thanks for all

the prayers during her time of illness. Gwen Young provided a Thank You for Nathanial Taylor and the support of the

people affected by the hurricanes in Florida.

• Inspiration

Mark Conley provided the inspiration for the Board meeting. He encouraged all to plant seeds and take risks and

prayed for the group for guidance and direction for the National Beta Club.

• Roll Call

Mr. Clarke Scott called the roll and asked each Board member to respond. 17 Board members were present.

Alabama Mr. Zel Thomas ____X___

Arkansas Mr. Jerry Newton __Absent_

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 ____X___

Missouri Dr. Kyle Dare ____X___

North Carolina Mr. Glenn Barger ____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___

*Note that Mr. Newton would not be joining the board for this meeting, but would be there on June 15, 2019.

• Approval of Board Minutes

Mr. Clarke Scott, Board Chair

Mrs. Gwen Young will continue to serve a Parliamentarian, and Mr. Scott thanked her. Mr. Scott asked for a motion to

approve previous Board minutes, ( previously mailed out to the board).

Motion- To accept the minutes are presented.

Made by Stan Long, Seconded by Donna Wear

Motion carried 17 Yes/No 0.

Discussion:

Motion: Motion to move into executive session. 12:25pm.

Motion was made by Troy Hickey , Seconded by Stan Long

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Motion carried 17 Yes/No 0.

All Beta Staff (Bobby Hart and Denia Brown) were dismissed by Mr. Scott.

Motion-Return to Open session from Executive Session

Made by Stan Long,Seconded by Donna Wear

Motion carried 17 Yes/No 0.

ISSUES TO BE VOTED ON FROM EXECUTIVE SESSION:

1. Personnel Issues

Motion was made to remove the interim title for Bobby Hart and to make him the new Beta CEO.

Motion made by Gwen Young, Seconded by Tim Hager

Motion carried 17 Yes/No 0.

Mr. Scott welcomed Dr. Kyle Dare (Carmel) and Dr. Dare. Dr. Dare introduced himself and told about his family. Mr. David

Moore (Judith) from Ohio was welcomed and gave info about his family. Mr. Long asked for their wives’ names.

2. Committee Reports

IA Committee----Mr. Troy Hickey

Bobby Hart passed out documents to the board (one document listed all employees, the second document was the salary

proposal for staff members).

Mr. Hickey stated that the office culture is much Beta is much, much better. The committee was well received. Relationship

with the IA committee, Bobby and Staff have certainly improved. Mr. Scott appreciated getting information from Bobby and

Troy out to the Board in plenty of time. Thanks to Bobby Hart and Troy Hickey relayed by Donna Wear.

Convention/Leadership-----Dr. Rita Carter

PG. 36-4 POINTS PROVIDED

1. Dr. Carter briefly explained Convention attendance and how it is calculated, numbers were not pushed at us as

much. This information was discovered during conversations with Laura Lewis. The main office uses two management

programs used to calculate attendance. One program is used by IT and one by Accounting and systems do not always

agree due to sources that are pulled for data. IT looks at pulls from the website. In the Spring, staff worked to make the

number’s consistent. The 2018-2019 numbers are baselines from here on out. Pgs. 42-43

2. Changes proposed in constitution and policy- pg. 37. Dr. Carter highlighted several sections and sub-sections that

were changing in the policy. All proposed changes were highlighted in the policy. One constitution change is that counsel

will now certify their state elections. On pages 38-39, lists all policy changes. One policy addressed concerns visiting State

Officers and National officers visiting other conventions and who will accompany students and travel reimbursements.

KEY IS COMMUNICATION! Dr. Carter stressed we should communicate to officers what the expectations are of them.

There are two sides to the policy changes and this is how it will be communicated to the students this fall and this summer at

Leadership.

3. Constitution- Previous mention in point #2 under changes

4. Competitions changes this year- pg. 41. Dr. Carter began to explain some of the changes that will be taking place

in various competitions this year This will be both for Jr and Sr level competitions (I.e., Photography, Apparel Design, Living

Literature, etc.) Summer Leadership counselors- and will have input to guidelines and rules that will happen this year. The

department is trying to find ways to communicate all changes to the schools nationwide. The dept is doing a fabulous job. A

few Leaderships Summits were added, and some were taken away.

Dr. Dinkins did raise a concern that in SC some competitions had one name and at the beginning of the year and the

names were changed. Dr. Dinkins wanted to be sure to communicate that information to everyone. Mr. Campbell spoke on

the conduct of the officers. Bobby reiterated that the National Sponsors meet with the parents, sponsors during conventions

to explain all rules and regulation. Dr. Carter also stated that the National Sponsors get feedback by survey and now the

survey is online and sponsors receive an email before the convention ends now. Kuddos on that! The elementary convention

was a fabulous situation in GA, and we had more attendees than expected.

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Marketing---Mr. Mark Conley

Pg. 71- Mr. Conley spoke with Chantella Crosby and Anna Haynes. Chantella is now the Expansion Coordinator. Beta

recently hired Jeff Wilkins, as a new member of the Sales team, and Mr. Conley had spoken with him. 16,500 plus

members were brought in this year in sales. The Marketing/Sales team focus has been on building strong relationships

with sponsors and schools. The bulk of Mr. Conley’s conversation was with Anna Haynes. All Marketing information was

found on pg. 76-80 and listed information on the State Marketeer award, campaigns and target areas for social media,

service project tiers awards and pins for the clubs for their service hours put in for the organization, all sales initiatives and

development, and sales team plans for chartering new members. Marketing has also sent out emails and social pushes

and branding of 5k- trying to get the name of Beta out in communities. New sponsor retention is a focus and matches with

older/veteran sponsor connections. Scholarship fee was removed and Beta saw an 80% increase in applicants. Great Job

by this whole team.

Technology/Membership---Dr. Tim Hager

The arena is awesome. All information regarding Membership was found on Page 60 of your books. Dr. Hager spoke with

Melissa and Jay. Melissa expressed that the Alumni organization was up to 425 members now. Establishing local Beta

Chapters, working to establish an alumni person in the state to personalize our reach. Induction Kits are being developed

and will send a packet of information to the new sponsor or ones wanting to spice up their ceremonies. All IT information

was found on pgs.83-86-. Dr. Hager spoke with Jay Moore, and he wanted to push to design things that kids will wear

and decent polos that sponsors will wear. Jay wants to open the Beta shop more online for the rural Beta kids and with the

website coming up, we need to design and market good quality apparel for Beta. Jay is showing improvements on the site

as well. Pg. 83 discussed the Beta Mobile app is on its way for Beta. It is moving toward having everything right on your

phone. All these worlds (Technology and Membership) are fusing together, and Dr. Hager felt good by talking to Melissa

and Jay. There is an alumni event this year at Bricktown Brewery, OKC at 7 pm on Tuesday.

Clarke Scott stopped to thank Dr. Tim Hager for his service. Dr. Hager feels that serving this year in Beta was the

“Victory Lap” of his career, and he achieved closure. He feels Dr. Dare will take Missouri Beta to the next level and it is in

good hands! Dr. Hager now gets to linger behind the scenes on the mic now. MO believes in rolling off the board when you

are not teaching or active as an administrator, and they are sticking with that policy, but they leave behind a strong base.

Merchandise---Mr. Jerry Newton

This department was in flux. But, Bobby felt good about Bradley Graham. He will be in on Sunday night as the new

Director of Merchandise. Bobby gave a little background on Bradley and was excited about the transition. Trent Gregg is

the Assistant Director. In the past, the director has been on the road and that has not been effective. Trent will provide the

onsite supervisory role. This role and the new team is solid and will have a system in place to be more effective.

Budget/Finance----Ms. Donna Wear

Pgs. 49-50- Ms. Wear talked with John Posey and he stated we are in good shape. The fiscal year ends June 30. That is

why we need all items ( receipts and bills) by June 30. There was an increase in sales this year. It has been a conservative

year and they reviewed the Raymond James report. $343, 000 are in the investment fund right now. John has been

working on the pre-audit pack, and at the end of July, the auditors will be there. John wants to get all budget information by

the October 2019 meeting.

Mr. Clarke called for a 10-minute break at 1:21 pm. Resumed at 1:33 pm.

• Executive Committee Recommendations

Mr. Clarke Scott, Board Chair

Mr. Scott Turned over to Troy Hickey.

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• Salary proposals

Motion: That we approve the salary structure as presented by Bobby Hart, listing specific salaries for employees as

well as including 5% across the board for the other individuals, including Jeff Wilkins and Caleb Schaap.

Made by: Dr. Ken Dinkins, Seconded by Dr. Rita Carter

Motion carried 17 Yes/No 0.

Motion: That we accept the proposal that National Beta cover 100% of approved Employee Benefits health plan

provided by the Beta Club insurance.

Made by: Ms. Donna Wear, Seconded by Dr. Ken Dinkins

Motion carried 17 Yes/No 0.

• Recommendation on CEO

Motion: That we accept the salary of the CEO as $135,000.

Made by Dr. Sabrina Runyon,Seconded by Dr. Tim Hager

Motion carried 17 Yes/No 0.

Motion: That we accept the CEO contract as was approved by the attorney.

Made by: Mr. Dennis Campbell, Seconded by Dr. Ken Dinkins

Motion carried 17 Yes/No 0.

• Per Mr. Hickey, the CEO evaluation will be put on the Fall agenda, and see if there need to be any changes to the

CEO travel.

• Competition Changes within the Convention Policy: Mr. Hickey asked Bobby Hart to comment on any upcoming

changes this coming year. Bobby Hart explained on pg. 41 that the only change was in differentiation between Photography

vs. Black and White. The change was suggested from the recommendations of various sponsors and the Convention

Department.

Motion: To Separate the Photography into two categories, one black and white, and one color.

Made by: Dr. Mark Baker, Seconded: Dr. Zel Thomas

Motion carried 17 Yes/No 0.

• CEO Goals

Per Mr. Hickey, As part of the IA Report, there were two sheets that were passed out that discussed the goals that were

drafted for Bobby Hart back in October 2018. Some goals have been finished, and Bobby was asked to elaborate on the

ones that are still yet to be completed, as the may roll into goals for next year.

• CEO Updates

Bobby Hart stated that the office climate has improved throughout the year. The staff has made positive changes

for us to become more cohesive. These efforts have been successful, as well as ensuring that there has been transparency

with the Board. Bobby thanked Mr. Hickey and Mr. Scott for their constant communication, guidance, and leadership

throughout this transition year.

Long Range Planning (Strategic Plan)- Bobby stated that we have a change in focus. We are now more focused

on the quality of our programs, treating sponsors and students well. Bobby Hart gave an example, of providing a quality

product NO MATTER where the convention is held.

Cosmetic Changes at Beta Headquarters-The concrete has been poured for the picnic area, and a cover is next on

the agenda. Jay Moore is spearheading this project. Also, the sidewalk and concrete pad is completed and landscaping is

almost complete. Irrigation system needs to be completed. Signage for the building is on hold because the logo is going to

be changed. Decals will be placed on the front of the main building with the 4 pillars of Beta on the glass.

Tax-exempt status is taken care of with the assistance of the tax attorney. Mr. Scott wants to watch the line with the

tax-exempt status as we are constantly growing. There is a line in every audit that deals with this aspect- per Bobby Hart.

Kim, our auditor, felt good that we are taking those steps to keep the tax-exempt status.

Updating the interior of the building and board room. The companies need the budget and we are still in the

planning phase.

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Board policy of Tobacco policy-

No use of any tobacco products, including cigarettes, e-cigarettes ( vaping), and “spit tobacco” will be allowed within

facilities of The National Beta Club Convention or at any Beta Club function at any time.

Discussion: Dr. Dinkins asked for clarification on the language for “spitting tobacco.” Discussion was also held concerning

that fact that if a child is caught vaping they would be reported to the sponsor of the school.

Motion: That we accept the tobacco policy as presented.

Made by Mr. Glenn Barger, Seconded Dr. Zel Thomas

Motion carried 17 Yes/No 0.

• Inclusion Statement

Discussion: Explanation was provided by Bobby Hart concerning questions from parents of SPED students ( with IEPs

or 504s, etc.), and whether or not they could be included in the Beta Club. This statement was drafted after being

recommended by Allan Smith ( the attorney) as a generic statement to be issued to protect the National Beta Club. Page

18 provides the exact statement as drafted by Attorney Allan Smith.

Motion: That we accept the Inclusion Statement as presented.

Made by Mrs. Gwen Young, Seconded by Mr. Mark Conley

Motion carried 17 Yes/No 0.

Addendums added to Agenda from Executive Committee

• Constitution Changes-pg 37- Bobby Hart provided an explanation on the constitution changes. There have been

questions as to what were the results of an election to determine how many votes someone received. We do not release

voting information to parents, but it is important to have a process that we follow as a verification of the votes and looked at

by a council member. The National Sponsor will look at the final results on the electronic device, write down the names of

the winner(s), and have the council member verify the winner(s), and then we can say the votes were verified by a council

member and no one person made that decision.

Motion- That we accept the constitution changes as presented.

Made by Mr. Mitchell Parham, Seconded by Dr. Zel Thomas

Motion carried 17 Yes/No 0.

Discussion- To determine whether the person who verifies the votes be the council chair or a designee. Dr. Leger wanted

this clarification to provide more structure to this process.

2nd Motion- To accept the changes as presented but add the words- council chair or designee.

Made by Mr. Mitchell Parham, Seconded by Dr. Zel Thomas

Motion carried 17 Yes/No 0.

• Policy change-pg 38.---National Officers /State Officer travel to other state conventions

Bobby provided the explanation for this policy due to behavioral issues at a convention. This is to put this policy into place,

as it was discussed in the fall. Bobby clarified who would be considered the responsible party for the student, the student’s

responsibility for checking in with the council chair upon arrival and to establish expectations while at the convention.

Motion- That the visiting National Officer or State Officer, parent and/or chaperone must meet with council chair

for state and national conventions.

Made by Dr. Ken Dinkins, Seconded by Mr. Glenn Barger

Motion carried 17 Yes/No 0.

• Personnel Employee Handbook pg. 21.

Bobby provided an explanation of the handbook changes and stated that they would go into effect on July 1, 2019.

- The Sick Day Policy was approved in October 2019 and will go into the new handbook.

- Paid Parental Leave- pg. 22- will be held until clarification can be obtained from the attorney as was discussed in the

Executive Committee.

- Section 5.9- Personal Visits and Telephone Calls-Staff was concerned that some policies were thrown into the handbook

last year that were unnecessary and we have not had a problem in this area. Bobby will address problems in this area on an

individual basis.

- Section 5.10- Solicitation and Distribution- This policy will be removed.

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- Section 5.16- Employee Appearance and Dress-This will be modified to address areas based on the type of work

performed, and the additions of safety shoes in the warehouse department and providing a $100 supplement for purchase

of the shoes.

Change to Vacation days- This policy was modified due to an employee leaving without notice receiving their vacation

days. To ensure consistency the policy will reflect the correct language in the sick and vacation policies. It will state that an

employee will not receive their days without notice of departure.

Motion- To accept all the amended handbook changes: 3.5 Sick Days, Section 5.9- Personal Visits and Telephone

Calls, Section 5.10- Solicitation and Distribution, Section 5.16- Employee Appearance and Dress, and Vacation Days to

include employees who voluntarily leave the organization without proper two-week notice will not be paid for accrued

vacation leave. To have 3.12 will be tabled and be reviewed by the board attorney. *If the information could be gathered by

Wednesday it would be presented. If not it will be placed on the Fall meeting- Per Troy Hickey.

Made by Gwen Young,Seconded by Dr. Keith Leger.

Motion carried 17 Yes/No 0.

Discussion was held about the accurate numbers in the summer vacation chart. 1.67 hours/ 20 days added brought up by

Dr. Kyle Dare. The days are correct we will just fix the math.

• State Fund- Mitchell Parham asked about the state fund issues be discussed. Dr. Runyon, Troy Hickey, and Bobby

Hart will compile information and present at the Board meeting in SC in October and this was tabled.

Discussion: Dr. Ken Dinkins provided some information on the use of state fund- in SC. They got a bus to bring 56 kids to

OKC from SC due to using their state fund.

• Expense check(Taxes)- Mitchell Parham raised a question about the per diem per day, how the board turns in for

the reimbursement forms and how much taxes board members pay at the end of the year, and whether taxes could be paid

upfront. Mr. Hickey explained the ramification of the board benefits with Beta. Bobby explained the tax information. It was

best to keep the current system in place.

Board Emeritus- Mr. Hickey, Clarke Scott, and Bobby Hart looked through the Board minutes and could not find

where Herman Williams or Dale Hughes gave Board Emeritus status. There was a discussion held as to when this did or did

not occur. Pat Stout was made Board Emeritus under the leadership of Mark Conley.

Motion- That the Board make Herman Williams, Board Emeritus.

Made by Glenn Barger, Seconded by Dr. Ken Dinkins.

Motion carried 17 Yes/No 0.

Motion -That the Board make Dale Hughes, Board Emeritus.

Made by Mitchell Parham, Seconded by Mark Conley.

Motion carried _17_____ Yes/No __0____

• Letter in Reference to Bob Bright—Mr. Hickey gave information that Clarke Scott was the person who was given

charge to provide an update about calls for an official Beta Club reference on Bob Bright. Now during the transition of

leadership this year those references MUST come from Sabrina Runyon to whoever calls on this issue. She will provide the

statement that the attorney has given concerning Mr. Bright. This is per the separation agreement by both attorneys.

Mr. Hickey concluded the IA committee reports with thanks for the support the board has shown through all of the changes

this past year.

• CEO Updates

Strategic Plan- Bobby went through the plan, and just hit the highlights. The board has had this plan for some time. We are

looking at shipping options to be more competitive, providing better customer service, great resources, providing a quality

product or experience in Beta, and making the job of the sponsor as simple as possible and providing adequate resources.

Motion- To accept this plan as presented by Bobby Hart.

Made by Mrs. Donna Wear,Seconded by Dr. Tim Hager

Motion carried 17 Yes/No 0.

Budget- Pg. 56- Bobby stated that this was a tentative budget to finalize after the final audit is completed.

Motion-To accept the tentative budget as presented by Bobby Hart.

Made by Ms. Donna Wear, Seconded by Dr. Tim Hager

Motion carried 17 Yes/No 0.

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Beta Creed- Bobby provided an explanation about the Beta Creed and that it needed to be updated. Now the creed has

been given updated verbiage and is a little more modern.

Motion- That the Beta Creed be accepted as presented by Bobby Hart.

Made by: Mr. Mark Conley, Seconded by Mr. Troy Hickey

Motion carried 17 Yes/No 0.

Brand/Logo Bobby Hart presented the rationale for updating the current Beta Logo. The new logo and branding of the

Beta Club on page 19 will provide a more prestigious look and more consistent.

Bobby provided the proofs of the new look for the board to view.

Motion- To accept the Beta Logo and Branding as presented by Bobby Hart.

Made by Troy Hicke , Seconded by Mark Conley

Motion carried 17 Yes/No 0.

Scholarship-pg. 80. Bobby provided an explanation to changes with the Beta Scholarships and why they are necessary.

There will be a plan to announce the semi-finalist list to get $1000, and then announce the top 100 students who will move

on to the next phase with the possibility of winning the bigger scholarship awards.

Motion-To accept the Scholarship proposal ( to change the phases) as presented by Bobby Hart.

Made by Mr. Glenn Barger, Seconded by Dr. Sabrina Runyon

Motion carried 17 Yes/No 0.

Merit Proposal to Scholarship Section—Bobby provided an explanation as to why this change was necessary. This change

is based on the size of the state. There would be a minimum of one winner from each state, and two winners for the outlier

states. The additional winners would be based on the merit and number of students within the state. This does not change

the state awarding of scholarships. Bobby said we will evaluate this method year by year.

Motion- To accept the Merit proposal as presented by Bobby Hart.

Made by Dr. Sabrina Runyon, Seconded by Dr. Tim Hager

Motion carried 14 Yes/No 3.

Hand vote 11 Yes/No 6.

Discussion- Dr. Dinkins and Mr. Barger brought up concerns and needed further clarification. Bobby Hart provided further

clarification to alleviate concerns. Dr. Keith Leger wanted a little better understanding of the rubric with this proposal

and weighted scale. Bobby stated that we are using the same rubric that the ISTS organization used prior to our change of

bringing it in house. Brandan LaMarche wrote the program and the code for Beta that was used by the ISTS when it was

outsourced.

Clarke Scott called for a five-minute break. Came back at 4:01pm.

Future Sites

Please get the recommendations to Bobby if your state would like to host the National convention. Nashville, TN, SC, and

GA were good locations. We could have a rotation every 4 years especially with the rate of growth.

Bobby stated that our options are limited for the National Convention. There will be further discussion at the fall board

meeting.

Fall Board Meeting

October 17-20, 2019, are the Fall Board Meeting dates.

• Infuse Conference

Mr. Hickey reminded the board the INFUSE Conference is one week after the fall board meeting. Mr. Hickey asked for at

least six board members to volunteer to attend the INFUSE conference.

Discussion: This may be to hard to have all Board members at INFUSE on Oct. 23-25, 2019. This will be in Atlanta, GA.

Possible Board Members attending: Leger, Wear, Carter, Dare, Young, Scott, Hickey, Dinkins, Runyon. Dr. Leger inquired

about the possibility to have the Board meeting be every 3 years in Spartanburg. This could be a discussion for the fall

board meeting.

11


Assignment of 2019-2020 Board Committees

Executive Committee Members (7)

Troy Hickey, Board Liasion

Dr. Sabrina Runyon, Board Chair

Dr. Zel Thomas, Vice Chair

Dr. Rita Carter

Jerry Newton

Mark Conley

Donna Wear

Internal Affairs Members (5)

Troy Hickey, Board Liaison

Dr. Sabrina Runyon

Dr. Zel Thomas

Dr. Rita Carter

Mr. Clarke Scott

Convention/Leadership Members (4)

Donna Wear, Chair

Dr. Keith Leger

Mr. Mitchell Parham

Mr. Mark Conley

Marketing Members (3)

Dr. Mark Baker, Chair

Mr. Glenn Barger

Mr. David Moore

Technology Members (3)

Mr. Dennis Campbell, Chair

Mr. Stan Long

Mr. Kyle Dare

Merchandise Members (3)

Mr. Jerry Newton, Chair

Dr. Ken Dinkins

Mrs. Gwen Young

Budget/Finance Members (3)

Dr. Rita Carter, Chair

Mr. Clarke Scott

Dr. Zel Thomas

Parliamentarian

Mrs. Gwen Young

Discussion: Dr. Runyon went through this list of assignments, and a form was passed out to all board members. Dr. Runyon

will send this document to Denia Brown for records.

• Election of Board Chair

Discussion: Clarke Scott gave his remarks and his reflection of the year. Thanks for the Board support along with Troy

Hickey. Clark Scott gave Troy Hickey a jersey for his service.

• Election of Board Chair

Motion- To elect Dr. Sabrina Runyon as the next Beta Board Chair.

Made by Mr. Clarke Scott, Seconded: Donna Wear

Motion carried 17 Yes/No 0.

• Vice-Chair Appointment

Motion- To elect Dr. Zel Thomas as Vice-Chair of the Beta Board.

Made by Mr. Stan Long, Seconded by Mr. Glenn Barger

Motion carried 17 Yes/No 0.

Bobby thanked all of the staff and board for support and Troy Hickey and Clarke Scott for all the support and guidance and

they have set a high standard.

• Adjournment

Mr. Clarke Scott, Board Chair

Motion- To adjourn

Made by Dr. Rita Carter, Seconded by Dr. Tim Hager

Respectfully Submitted,

______________________________________________ July 1, 2019

Mr. Clarke Scott

Date

Chair of the Board

_____________________________________________________ July 1, 2019

Bobby Hart

Date

12 Executive Director, CEO


MINUTES OF THE NATIONAL BETA CLUB BOARD OF DIRECTORS MEETING

JUNE 19, 2019

• Roll Call

Mr. Clarke Scott called the roll and asked each Board member to respond. 18 Board members were present. Role was taken

by acknowledgment of a headcount.

Alabama Mr. Zel Thomas ____X___

Arkansas Mr. Jerry Newton __Absent_

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 ____X___

Missouri Dr. Kyle Dare ____X___

North Carolina Mr. Glenn Barger ____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___

• Alumni Event - Overview of this event was given by Dr. Leger and Mr. Conley. Both enjoyed the event and the

varying age groups that were represented. The also enjoyed the venue as well.

• Parental Leave Policy- Bobby stated that he has spoken with the attorney, Allan Smith, concerning this policy

and Mr. Smith said that the policy was good as written. Bobby further asked the Board, “Do we want to set different terms

for Paternal vs. Maternal time limits?” Clarke Scott was concerned about providing a differentiation. Bobby stated that in the

past there has been no mention in the current policy about paternity leave.

Discussion- There was further discussion as to whether there should be varying amounts of time that cover adoption and/

or giving birth. Did the policy as written cover those issues? A discussion was held concerning parameters for paid parental

leave. The initial conversation was the 6 weeks would be given. However, if you did not give birth you would get 4 weeks.

Bobby liked the idea of a birth and nonbirth policy because it seemed to be more consistent with other business and makes

us more competitive in the job market and could be a factor moving forward.

Dr. Rita Carter stated that she liked the 6 weeks for the maternity, but was unsure about paternity as to how much time

should be allowed. Dr. TIm Hager liked the idea of offering some sort of paternity leave as well.

Motion: That they be given 6 weeks for maternity- live birth- but all others be given 2 weeks for paternity and

adoption ( everything else).

Made by: Ken Dinkins, Seconded: Jerry Newton

Additional Discussion-Gwen Young felt that it would need to be 3 weeks. Glenn Barger wanted to know what were the court

cases. Bobby stated that the attorney said we did not have to offer anything. However, the attorney did like the consistency

and distinction of giving birth vs. non- birth, and you also reduced the risk of discrimination, this information was provided by

Bobby Hart.

Mark Conley made an amendment to the original motion.

Amended Motion- To strike the words 2 weeks and add the word 3 weeks for adoption and paternity leave.

Made by Mark Conley, Seconded by Mitchell Parham.

13


Further Comments - Dr. Keith Leger did not want us to go backward. He asked that the Board look at the language- read

the policy-“Following a birth of a child.” Bobby clarified this for Dr. Leger and stated that the statement was needed to clarify

the new policy and that we are helping and not taking anything away.

A vote was taken on the amendment made by Mark Conley.

Motion carried 16 Yes/No 2.

Hand vote 15 Yes/No 3. Motion carries.

Discussion - Dr. Dinkins stated that he did not agree with the amendment.

• National Sponsor- Bobby introduced the New National Sponsor, Mr. Damon Garrision to the Board. Bobby

stated that all the interviewers were impressed with Mr. Garrison. Mr. Scott provided further information on the

background of Mr. Garrison, stating he was from Acamak County, VA, where he is a PE teacher for 20 years, and drove

the bus.

Motion- Recommend Damon Garrison as the new National Sponsor.

Made by Jerry Newton, Seconded by Donna Wear

Motion carried 18 Yes/No 0.

Bobby thanked the Board for the approval of Mr. Garrision. He stated that hiring Mr. Garrison will alleviate the travel

burden on the additional National. Mr. Garrison will have the same responsibilities as all the National Sponsors. Bobby felt

Damon is a good fit for the group and he will make the whole team better.

• Damon Garrison- was brought in and introduced as the new NATIONAL SPONSOR. Damon gave a

statement of gratitude for the opportunity and gave thanks to Bobby Hart and Clarke Scott who gave him the opportunity

as a sponsor and seeing a light in him. He additionally thanked the interview panel, he further introduced himself to the

Board. He gave his reasons for applying for this position and those who pushed him to apply and gave thanks to his wife

Hope and stated his family have commited to be a Beta family. Clarke spoke to the good qualities that Damon possesses.

Bobby thanked him and look forward to working with him, and bringing him on board. Mr. Garrison was excused from the

room.

• Dances- We need 1 dance according to Mark Conley. Mr. Conley described an incident that occurred at the Jr.

Dance at the OKC convention. He liked the ball but the second dance was pointless. Dr. Dinkins suggested that the dance

should start 30 mins. or immediately after the session. Sponsors dropped kids off and some of the sponsors were late

coming back. We, the Board, usually make announcements before the dance ends to have chaperones back on time. We

can put in the books dance will be 90 minutes and will start after the session ends. We will take this up with IA in the fall.

There are a lot of safety concerns.

Motion- That Beta would go to one dance (ball) for Jr. and Sr. National Convention.

Made by Mark Conley, Seconded by Mitchell Parham

Motion carried 18 Yes/No 0.

Clarke Scott- gave thanks again. Troy thanked Clarke Scott again for his service and on behalf of the Board and thanks for

handling with Board, Staff, and CEO and was an awesome person to have sat at this role.

Adjournment- Mr. Clarke Scott

Motion- To Adjourn

Made by Troy Hickey, Seconded by Mitchell Parham

Motion carried 18 Yes/No 0.

Respectfully Submitted,

______________________________________________ July 1, 2019

Mr. Clarke Scott

Date

Chair of the Board

_____________________________________________________ July 1, 2019

14 Bobby Hart

Date

Executive Director, CEO


15


CURRENT POLICY

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.

F. Adhere to the Beta Creed

G. 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.

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.

J. 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.

DELETED D. 1. b. and c.

2. b. and c.

16


PROPOSED POLICY CHANGES

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 at all conventions:

1. Young Men

a. During Conventions – dress slacks, jacket, tie, collared dress shirt, and dress shoes

2. Young Ladies

a. Dressy pantsuit with coordinating jacket or business suit. Length of the business suit skirt must be

appropriate

F. Adhere to the Beta Creed

G. 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.

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.

J. 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.

17


NATIONAL BETA

BOARD OF DIRECTORS

ALABAMA

Dr. Zel Thomas, Judy

Coordinator Student Services

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

ARKANSAS

Mr. Jerry Newton, Ouida

Cell: 501.626.6757

Email: newton.jerry1955@gmail.com

HOME:

8251 Hwy. 229 S.

Leola, AR 72084

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

GEORGIA

Dr. Rita Carter, Vacel

RGC Educational Consultant

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

18


ILLINOIS

Mr. Troy Hickey, Lesa

Phone: 618.544.9449

Cell: 618.553.9510

Email: thickey@robinsonschools.com

HOME:

10524 E. McKinney Avenue

Robinson, IL 62454

indiana

Dr. Mark Baker, Julie

Superintendent

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

louisiana

Dr. Keith Leger, Jennifer

Director of Education Policy & Govt. Affairs – CABL

Cell: 337.540.9441

Email: lsutiger@live.com

HOME:

2408 Brent Keith Drive

Lake Charles, LA 70605

mississippi

Mr. Stanton Long, Rita

Administrative Assistant

Lincoln CountySchools

1925 Hwy. 51 S.E.

Bogue Chitto, MS 39629

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

kentucky

Ms. Donna Wear

Phone: 270.339.0913

Email: dwear@advanc-ed.org

HOME:

230 Inverness Drive

Paducah, KY 42001

19


NATIONAL BETA

BOARD OF DIRECTORS

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

north carolina

Mr. Glenn Barger, Beverly

Cell: 828.381.8607

Email: gbarger@charter.net

HOME:

2210 Startown Road

Newton, NC 28658

ohio

Mr. David Moore, Judith

Gallia–Vinton ESC Educational Consulant

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

oklahoma

Mr. Dennis Campbell, Janie

Phone: 918.224.5961

Cell: 918.638.5918

Email: dennisdcampbell@hotmail.com

HOME:

817 E. Teresa

Sapulpa, OK 74066

20


south carolina

Dr. H. Kenneth Dinkins, Judy

Dinkins Educational Associates

Cell: 803.391.0740

Email: hkdinkins@gmail.com

HOME:

1100 Bluff Road, Unit 501

Columbia, SC 29201

1908 Cassandra Court #1

Myrtle Beach, SC 29577

TEnnessee

Mr. Mitchell Parham, Beverly

Cell: 731.514.1078

Email: parham2@gmail.com

HOME

3201 Aspen Grove Drive – B4

Franklin, TN 37067

texas

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

virginia

Mr. Clarke Scott, Joyce

Administrator

Pittsylvania County Schools

Phone: 434.369.6420

Cell: 434.907.1048

Email: scottjc78@aol.com

HOME

450 Peerman School Road

Altavista, VA 24517

west virginia

Dr. Sabrina Runyon, Tim

Director of Early Learning Programs

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

HOME:

3875 Ullrich Road

Carmine, TX 78932

21


NATIONAL BETA

BOARD OF DIRECTORS

zel thomas

vice chairman of the board

alabama

jerry newton

arkansas

gwen young

florida

rita carter

georgia

Troy hickey

board liason

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

22

mark conley

texas

clarke scott

virginia

sabrina runyon

board chair

west virginia


2019-2020

TOTAL NUMBER OF YEARS

Upon completion of fiscal year

council chair years

&

chair rotation

SC | Kenneth Dinkins 31 (1989)

OK | Dennis Campbell 19 (2001)

MS | Stanton Long 17 (2003)

IL | Troy Hickey

16 (1996–1998; 2002–2007; 2013–Present)

VA | Clarke Scott

13 (2004–2009; 2013–Present)

FL | Gwen Young 12 (2008)

TX | Mark Conley 12 (2008)

AR | Jerry Newton 8 (2012)

KY | Donna Wear 7 (2013)

LA | Keith Leger 7 (2013)

IN | Mark Baker 6 (2014)

WV | Sabrina Runyon 5 (2015)

AL | Zel Thomas 4 (2016)

GA | Rita Carter 3 (2017)

NC | Glenn Barger 2 (2018)

TN | Mitchell Parham 2 (2018)

OH | David Moore 2 (2018)

MO| Kyle Dare 1 (2019)

Election Year 2019–2020

Election Year 2020–2021

Election Year 2021-2022

Tennessee

Kentucky

Mississippi

Arkansas

Missouri

Oklahoma

North Carolina

Alabama

South Carolina

Virginia

Indiana

West Virginia

Georgia

Louisiana

Florida

Texas

Illinois

Ohio

23


BOARD

of

DIRECTORS

Dr. Sabrina Runyon, Board Chair

Dr. Zel Thomas, Vice Chair

Mr. Troy Hickey, Board Liaison

Executive Members (7)

Dr. Sabrina Runyon, Board Chair

Dr. Zel Thomas, Vice Chair

Mr. Troy Hickey, Board Liaison

Dr. Rita Carter

Mr. Jerry Newton

Mr. Mark Conley

Ms. Donna Wear

Convention/Leadership Members (4)

Ms. Donna Wear, Committee Chair

Dr. Keith Leger

Mr. Mitchell Parham

Mr. Mark Conley

Technology/Membership Members (3)

Dr. Dennis Campbell, Committee Chair

Mr. Stan Long

Mr. Kyle Dare

Internal Affairs Members (5)

Mr. Troy Hickey, Board Liaison

Dr. Sabrina Runyon

Dr. Zel Thomas

Dr. Rita Carter

Mr. Clarke Scott

Marketing Members (3)

Dr. Mark Baker, Committee Chair

Mr. Glenn Barger

Mr. David Moore

Merchandise Members (3)

Mr. Jerry Newton, Committee Chair

Dr. Ken Dinkins

Mrs. Gwen Young

Parliamentarian

Mrs. Gwen Young

Budget/Finance Members (3)

Dr. Rita Carter, Committee Chair

Mr. Clarke Scott

Dr. Zel Thomas

24


NATIONAL BETA

staff

amy luttrell

national sponsor

anna haynes

director of marketing

Bobby hart

ceo bradley graham

merchandise director brittaney dunn

staff accountant

brittany yerkes

membership marketing &

new sponsor coordinator

Caleb Schaap

production coordinator

chantella crosby

marketing & expansion

coordinator

courtney simpkins

web & graphic

designer

damon garrison

national sponsor

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

coordinator

john posey

director of finance

kelly phelps

sales & marketing

coordinator

kim earnhardt

membership marketing

coordinator

laura lewis

national sponsor/

director of convention

leigh mason

receptionist

lisa fields

national sponsor

lizzy page

web developer &

system administrator

matt simpson

director of production

30.

melissa csuhran

director of membership

perry harvey

convention coordinator

roxanne johnson

sales & marketing

coordinator

trent gregg

assistant merchandise

coordinator

tyler fleming

merchandise/production

coordinator

25


Organization

Chart

sabrina runyon

board chair

west virginia

Bobby hart

ceo

denia brown

executive administrative

coordinator & HR manager

john posey

director of finance

jay moore

CIO

bradley graham

merchandise director

matt simpson

director of production

leigh mason

receptionist

brittaney dunn

staff accountant

lizzy page

web developer &

system administrator

trent gregg

assistant merchandise

DIRECTOR

Caleb Schaap

production coordinator

eva carley

merchandise coordinator

tyler fleming

merchandise/production

coordinator

26


anna haynes

director of marketing

laura lewis

national sponsor/

director of convention

courtney simpkins

web & graphic

designer

chantella crosby

marketing & expansion

coordinator

hollee Ellis

national sponsor

dee martin

national sponsor

erin emory

sales & marketing

coordinator

amy luttrell

national sponsor

lisa fields

national sponsor

melissa csuhran

director of membership

kelly phelps

sales & marketing

coordinator

perry harvey

convention coordinator

damon garrison

national sponsor

brittany yerkes

membership marketing &

new sponsor coordinator

jeff wilkins

sales & Marketing

coordinator

kim earnhardt

membership marketing

coordinator

roxanne johnson

sales & marketing

coordinator

27


28

convention &

Leadership


conventions & leadership improvements

2019-2020

• Black & White Photography addition for all levels

• Color Photography addition for all levels

• Addition for Senior of Apparel Design and Three Dimensional Design

• All scoring rubrics have the same amount of points for each category

• During the voting process there will be a time stamp on votes

• Performing Arts, Campaign Skit and Living Literature include “Safety” guidelines

• New survey questions for sponsors

• New Sponsor Meeting to assist and encourage sponsors that are new to

convention and/or Beta

• Handbooks were reviewed by state sponsors and counselor sponsors during

the summer

• Leadership teams that qualify for Nationals will be recognized online

• “Be A Leader Through Service” Session addition to Leadership

• Tennessee Elementary is a separate convention

conventions & leadership department goals

2019-2020

The department met in August offsite for a work session to evaluate personal and

department goals. Convention Handbooks and competition rubrics were evaluated

during this session.

GOALS:

• Consistency of Information

• Communication while traveling so everyone is aware of upcoming events

• Work to make Conventions, Leaderships, and Infuse more engaging

• Continue to work with other departments to communicate our needs

• Utilize our individual strengths to continue our success

• Develop curriculum for sponsors to utilize in local clubs

29


state officer

information session

30

• Information discussed with state officers during the summer leadership conference/camp

• Social Media representing the National Beta was discussed

• Information was sent to the officer’s club sponsor

• Each State Sponsor received this information

STATE conventions

CONTACT THE STATE SPONSOR THROUGHOUT THE SCHOOL YEAR TO OFFER

ASSISTANCE

DRESS AT CONVENTION

• Dark suit

• Beta tie/scarf

• Dress shoes

• Officer badge

ATTEND OFFICER MEETING - This is the at the beginning of the convention

• Will receive notebook, badge, gavel

• Review each session with State and National Sponsor

ATTEND CANDIDATE MEETING

• Greet the candidates as they enter the room, assist them in finding seat

• Develop Ice Breaker for candidates

• President will call this meeting to order

ARRIVE AT ALL SESSIONS AT LEAST 15 MINUTES EARLY

2 MINUTE OR LESS SPEECH

SHORT FAREWELL

• Farewell given at the end of the final session


visiting other STATE conventions

NOTIFY THE NATIONAL SPONSOR THAT IS OVER THAT CONVENTION

• The list was given to the officers

• Notification should be done at least 2 weeks prior to the convention

DRESS IS THE SAME AS YOUR STATE CONVENTION

• Dark suit

• Beta tie/scarf

• Dress shoes

• Officer badge (National Sponsor will bring your state badge if prior to your

state convention)

VISITING OFFICERS WILL BE INTRODUCED AT THE FIRST SESSION

THE OFFICER MUST BE ACCOMPANIED BY A PARENT OR SPONSOR

31


ELEMENTARY STATE CONVENTIONS

TENNESSEE |November 25, 2019

Gaylord Opryland hotel, Nashville

Deadline: october 24, 2019

GEORGIA | December 3-4, 2019

Savannah international trade &

convention center, savannah

Deadline: November 6, 2019

LOUISIANA | January 28-29, 2020

Cajundome, Lafayette

Deadline: December 17, 2019

NATIONAL JUNIOR CONVENTION June 19 - June 22, 2020 | Fort Worth Convention Center, Fort Worth, TX | Deadline: May 1, 2020

JUNIOR STATE CONVENTIONS

ALABAMA | February 19–21, 2020

Sheraton Birmingham Hotel, Birmingham

Deadline: February 20, 2019

ARKANSAS | January 23-24, 2020

Hot Springs Convention Center, Hot Springs

Deadline: December 16, 2019

FLORIDA | December 1–3, 2019

Renaissance Sea World, Orlando

Deadline: November 5, 2019

GEORGIA | December 4–6, 2019

Savannah International Trade & Convention Center,

Savannah

Deadline: November 7, 2019

ILLINOIS | March 3–4, 2020

Crowne Plaza Springfield, Springfield

Deadline: February 6, 2020

INDIANA | November 1, 2019

French Lick Resort, French Lick

Deadline: October 3, 2019

KENTUCKY | January 22–24, 2020

Kentucky International Convention Center, Louisville

Deadline: December 13, 2019

LOUISIANA | February 3–5, 2020

Cajundome, Lafayette

Deadline: January 7, 2020

MISSISSIPPI | March 18–20, 2020

Mississippi Coast Coliseum & Convention Center, Biloxi

Deadline: February 19, 2020

MISSOURI | December 4–5, 2019

University Plaza Hotel & Springfield Expo Center,

Springfield

Deadline: November 6, 2019

NORTH CAROLINA | February 4–5, 2020

Sheraton Four Seasons Hotel & Koury

Convention Center, Greensboro

Deadline: January 7, 2020

OHIO | February 13, 2020

Hyatt Regency Columbus, Columbus

Deadline: January 16, 2020

OKLAHOMA | March 2, 2020

Embassy Suites Norman, Norman

Deadline: February 4, 2020

SOUTH CAROLINA | January 16–17, 2020

Sheraton Myrtle Beach & Myrtle Beach

Convention Center, Myrtle Beach

Deadline: December 11, 2019

TENNESSEE | November 23–25, 2019

Gaylord Opryland Hotel, Nashville

Deadline: October 24, 2019

TEXAS | February 13–14, 2020

Gaylord Texan Resort Hotel & Convention Center,

Grapevine

Deadline: January 16, 2020

VIRGINIA | February 12–13, 2020

Embassy Suites & Hampton Hotel

Convention Center, Hampton

Deadline: January 15, 2020

WEST VIRGINIA | November 6–7, 2019

Charleston Civic Center, Charleston

Deadline: October 9, 2019

NATIONAL SENIOR CONVENTION June 15 - June 18, 2020 | Fort Worth Convention Center, Fort Worth, TX | Deadline: May 1, 2020

SENIOR STATE CONVENTIONS

ALABAMA | March 25–27, 2020

Sheraton Birmingham Hotel, Birmingham

Deadline: February 26, 2020

ARKANSAS | January 24–25, 2020

Hot Springs Convention Center, Hot Springs

Deadline: December 16, 2019

FLORIDA | January 17–18, 2020

Caribe Royale, Orlando

Deadline: December 12, 2019

GEORGIA | January 22–24, 2020

Savannah International Trade & Convention Center,

Savannah

Deadline: December 16, 2019

ILLINOIS | March 5–6, 2020

Crowne Plaza Springfield, Springfield

Deadline: February 6, 2020

INDIANA | November 1-2, 2019

French Lick Resort, French Lick

Deadline: October 3, 2019

KENTUCKY | January 19–21, 2020

Kentucky International Convention Center, Louisville

Deadline: December 13, 2019

LOUISIANA | January 8–10, 2020

Baton Rouge River Center, Baton Rouge

Deadline: December 10, 2019

MISSISSIPPI | March 1–3, 2020

Mississippi Coast Coliseum & Convention Center,

Biloxi

Deadline: February 4, 2020

MISSOURI | December 6–7, 2019

University Plaza Hotel & Springfield Expo Center,

Springfield

Deadline: November 8, 2019

NORTH CAROLINA | February 6–7, 2020

Sheraton Four Seasons Hotel & Koury

Convention Center, Greensboro

Deadline: January 9, 2020

OHIO | February 13–14, 2020

Hyatt Regency Columbus, Columbus

Deadline: January 16, 2020

OKLAHOMA | March 2–3, 2020

Embassy Suites Norman, Norman

Deadline: February 4, 2020

SOUTH CAROLINA | February 7–8, 2020

Myrtle Beach Hilton, Myrtle Beach

Deadline: January 9, 2020

TENNESSEE | November 21–23, 2019

Gaylord Opryland Hotel, Nashville

Deadline: October 24, 2019

TEXAS | February 14–15, 2020

Gaylord Texan Resort Hotel & Convention Center,

Grapevine

Deadline: January 16, 2020

VIRGINIA | February 14–15, 2020

Embassy Suites & Hampton Hotel

Convention Center, Hampton

Deadline: January 15, 2020

WEST VIRGINIA | November 6–7, 2019

Charleston Civic Center, Charleston

Deadline: October 9, 2019


2018-2019 convention totals

JUNIOR members total

Alabama 2802 3880

Arkansas 1487 1812

Florida 1071 1509

Georgia Elem 1651 2210

Georgia 3213 3852

Illinois 1116 1359

Indiana 581 791

Kentucky 4394 5955

Louisiana Elem 2448 3558

Louisiana 8590 10784

Mississippi 4789 6489

Missouri 1621 1987

North Carolina 3212 4540

Ohio 399 457

Oklahoma 120 147

South Carolina 3683 4575

Tennessee 6455 8373

Texas 1511 2001

Virginia 1308 763

West Virginia 470 763

senior members total

Alabama 1597 1974

Arkansas 3444 3876

Florida 907 1095

Georgia 2418 2728

Illinois 719 1058

Indiana 913 1058

Kentucky 2723 3088

Louisiana 5439 6198

Mississippi 3040 3548

Missouri 2317 2647

North Carolina 2058 2388

Ohio 417 467

Oklahoma 371 433

South Carolina 1391 1629

Tennessee 4144 4726

Texas 1471 1679

Virginia 944 1097

West Virginia 596 684

total 34909 40373

total 50921 66894

state students total for state conventions all

junior 50921 66894

senior 34909 40373

total 85830 107267

nationals

oklahoma city, ok

junior 9520

senior 6284

total 15804

33


leadership summits

year

past leadership summit totals

al/

ga ar ky la ms mo nc sc tn

fall

total

tn

spring tx va student

attendance

2016-2017 308 272 185 349 489 1603

2017-2018 209 503 385 365 294 589 516 545 161 3202

2018-2018 273 375 356 332 409 306 607 334 294 226 639 254 4405

• Arkansas, Kentucky, Texas, and Virginia Leadership Summits were added in 2017

• Alabama/Georgia, South Carolina, and Tennessee (Spring) were added in 2018

• Indiana is added in the spring of 2020

• South Carolina is a two day event in 2019-2020

• “Be A Leader Through Service” breakout session in 2019-2020

BETA LEADER THROUGH SERVICE

34


SERVANT LEADERSHIP STARTS NOW...

YOU HAVE THE POWER TO CREATE THE CHANGE

YOU WANT TO SEE IN THE WORLD!

Example of New Curriculum:

35


Junior Beta

Summer

Leadership

Camp

Junior Camp

July 22-26, 2019

Total Betas Attended:

172

2020 Junior Camp

July 20-24, 2020

Greeneville, TN

36


JULY 8-12

Senior Conference

June 26-30, 2019

Total Betas Attended:

118

37


38


INFUSE BREAKOUT SESSIONS

Personal & Authentic: Designing Learning Experiences that Impact a Lifetime - Thomas Murray

Electrifying Your Classroom - Full STEAM Ahead! - Ana Gonzalez

Building a Better Beta - Kris Morris & DC Bridges

Handbook 101 - National Sponsors

Don’t Herd Cats! Chase Geese Instead! - Patricia Kline & Kimberly Kelly

Tech Tools for Student Engagement and Teacher Effectiveness - Thomas Murray

DIY Digital Breakouts - Becky Mathews

Using Available Tools for ACT Preparation - Debbie Humphrey

R.E.S.P.E.C.T. Find Out What It Means to Me”…and you, and most importantly, your students! - Clarke Scott

STEMing It Up: Implementing STEM in BETA Club - Alicia Williams

Impact of Beta - Leadership Ambassadors

Learning Transformed: 8 Keys to Designing Tomorrow’s Schools, Today - Thomas Murray

Bridges of Beta: How to Connect Beta Clubs in Your District - Stephanie Bristol/Ana Gonzalez/Anna Gawron

Improving Practice through Service and Learning - Stanton Watson

An End to Isolation - Dr. Kristy McIntyre

Culturize – Every Student. Every Day. Whatever it Takes - Jimmy Casas

“Back That Thang Up!” - Craig Jelks

Teaching Confidence in Interpersonal Communication in the Digital Age - Lizz Gonzalez

From BetaCon to Moving On - Rachel Strawn & Chaney Billips

Mentors Matter! - Rennex Franklin

An End to Isolation - Dr. Kristy McIntyre

Live Your Excellence Starting Today! - Jimmy Casas

39


40


finance

41


Budget Proposal

2019 / 2020

Budget Proposal

2019 / 2020

Revenues:

Senior Membership Fees $1,505,000

Junior Membership Fees 2,200,000

Alumni 5,000

Leadership Summits Registration Fees 240,000

Convention Registration Fees 1,900,000

Membership Certificate Reprints 10,000

Merchandise Sales 1,860,000

Infuse 17,000

Shipping 140,000

Interest Earned 7,500

$7,884,500

Expenses:

Personnel

Salaries & Wages 1,730,000

Pension Plan Expense 100,000

Payroll Services/Contract Labor 85,000

Payroll Tax Expense 175,000

Insurance - Employees 180,000

2,270,000

Operations

Insurance - Business 38,000

Custodial Maintenance 17,000

Office Supplies 45,000

Postage 50,000

Shipping 220,000

Credit Card Processing 75,000

Bank Fees 3,000

Repair & Maintenance - Building 35,000

Repair & Maintenance - Auto 7,000

Repair & Maintenance - Grounds 20,000

Utilities 40,000

Uncollectable Accounts 5,000

555,000

Administrative

Audit Fees 15,000

Legal Fees 40,000

Board Gifts and Expenses 16,500

Subscriptions & Dues - Administrative 7,500

Training/Development - Administrative 15,000

94,000

Convention

Convention Costs 1,093,500

Convention General Expenses 0

Travel - Convention 281,000

Sponsor Awards 15,000

Infuse/Sponsor Training 199,000

Officer Gifts 4,500

Printing Costs - Convention 87,000

LINK-Convention 500

Training/Development - Convention

1,680,500

Information Technology

Hardware 50,000

Software 13,000

Network 9,000

Services 68,000

Telephone 40,000

Equipment Leases/Operation 20,000

Training/Development - IT 2,000

202,000

Production Department

Supplies 37,000

Audio Video 962,500

Production Travel 50,000

1,049,500

Marketing & Development

Commissions 85,000

M&D Promotional Items 35,000

CRM 5,000

M&D Service Hours Awarded 10,000

M&D Conferences & Exhibits 1,000

M&D LINK 8,000

M&D - Advertising 15,000

M&D Marketing Assistance 25,000

M&D Special Supplies 15,000

M&D - Travel 29,000

M&D Printing Costs 15,000

M&D Training/Development 5,000

248,000

Membership

Printing Costs - Membership 76,000

Training/Development - Membership 2,000

Retention Program - Membership 35,000

General Expenses - Membership 40,000

Promotional Expense 5,000

Pins Expense 94,000

Alumni 20,000

272,000

Merchandise

Promotional Items 690,000

Discount/Promotions 5,000

Travel - Merchandise 85,000

POS System 6,000

E-Commerce/Store Front 10,000

Printing Costs - Merchandise 16,000

Training/Development - Merchandise 2,000

814,000

Leadership Development

Summer Leadership Conference 160,000

Leadership Summits Expense 225,000

Sponsor Stipend 25,000

Program Support 10,000

Printing 10,000

430,000

Finance Department

Finance - Training/Development 7,000

7,000

Travel

Travel - State Sponsors 58,500

Travel - Board 125,000

Travel - Internal Affairs 15,000

Travel - Convention Committee 5,000

Travel - National Officers 41,000

Travel - State Officers 15,000

Travel - Employee Search 3,000

262,500

Total Operating Expenses $ 7,884,500.00

42

Unaudited - Management Use Only

Increase (Decrease) In Net Assets $

-


THE NATIONAL HONORARY BETA CLUB

(SCHOLARSHIP FUND)

151 BETA CLUB WAY

SPARTANBURG SC 29306-3012518

Account carried by Raymond James & Associates Inc.

Member New York Stock Exchange/SIPC

August 30 to September 30, 2019

The National Honorary Beta Club Sch Account Summary

Account No. 42111396 Closing Value $2,421,778.21

DAN FOSTER

RaymondJames FinancialServices,Inc.

RAYMOND JAMES FINANCIAL, SVCS | 1445 EAST MAIN STREET | SPARTANBURG, SC 29307 |

(864) 582-1611

Daniel.Foster@RaymondJames.com

Raymond James Client Services | 800-647-SERV (7378)

Monday- Friday 8 a.m. to 9 p.m. ET

Online AccountAccess | raymondjames.com/clientaccess

Value Over Time

$2.53

$2.40

$2.28

$2.15

$2.02

$1.89

Value in Millions

Investment Objectives

Primary: Growth with a medium risk tolerance and a time horizon exceeding 10 years.

Secondary: Income with a medium risk tolerance and a time horizon exceeding 10 years.

Activity

This Statement Year to Date

Beginning Balance $ 2,401,329.63 $ 2,130,682.18

Deposits $ 0.00 $ 0.00

Income $ 3,316.03 $ 24,601.20

Withdrawals $ 0.00 $ 0.00

Expenses $ 0.00 $ (218.48)

Change in Value $ 17,132.55 $ 266,713.31

Ending Balance $ 2,421,778.21 $ 2,421,778.21

Dollar-Weighted Performance

See Understanding Your Statement for important

information about these calculations.

Performance

Inception

04/03/00

This

Quarter YTD 2018 2017

Annualized Since

04/03/2000

0.10% 13.70% (6.11)% 13.44% 0.87%

42111396-24-001 52F/5347

$1.77

10/14 09/15 09/16 09/17 09/18 09/19

Asset Allocation Analysis Value Percentage

5.63%

11.07%

4.29%

US Equities $ 1,913,003.80 79.01%

Non-US Equities $ 103,910.88 4.29%

Fixed Income $ 268,314.27 11.07%

Real Estate & Tangibles $ - -

Alternative Investments $ - -

Non-classified $ - -

Cash & Cash Alternatives* $ 136,549.25 5.63%

*Not all Cash & Cash Alternatives are liquid; $11,642.39 is

embedded in investment products

79.01%

Morningstar asset allocation information is as of 09/27/2019 (mutual funds & annuities) and 09/19/2019 (529s).

The National Honorary Beta Club Sch - Account Summary

Page 1 of 18

43


YOUR FUND STATEMENT

Statement Period:

8/1/2019 - 8/31/2019

220 North Tryon Street

Charlotte, NC 28202

704.973.4500 or 800.973.7244

www.fftc.org

John Posey

National Honorary Beta Club

151 Beta Club Way

Spartanburg, SC 29306

Fund Number:

Fund Name:

2036

The National Honorary Beta

Club Fund

Fund Type:

Date Established:

Asset Investment Strategy:

Your Contact:

Phone:

Email:

Quasi-Endowed Designated

August 26, 2010

FFTC - Active Long-Term

Growth Deviré Robinson

(704) 973-4511

drobinson@fftc.org

FUND BALANCE HISTORY

NET ASSETS SUMMARY

$ thousands

Principal $ 1,866,586.35

Income $ 236,040.96

Spendable $ 343,640.31

Non-Spendable $ -

Net Assets $ 2,446,267.62

SPENDABLE SUMMARY

Beginning Balance $ 254,637.08

Current Year Additions $ 89,003.23

Current Year Distributions $ -

Ending Balance $ 343,640.31

STATEMENT OF FINANCIAL POSITION

Cash and Cash Equivalents $ -

Pledge Receivables $ -

Other Receivables $ -

Investments $ 2,446,267.62

Illiquid Assets $ -

Total Assets $ 2,446,267.62

Grants Payable $ -

Other Payables $ -

Total Net Assets $ 2,446,267.62

44


Fund Number:

Fund Name:

2036

The National Honorary Beta Club Fund

Statement Period:.

8/1/2019 - 8/31/2019

STATEMENT OF ACTIVITIES

Period

YTD

Beginning Balance $ 2,475,427.19 $ 2,205,725.49

Contributions $ - $ -

Pledges $ - $ -

Transfers In/Out $ - $ -

Net Investment Earnings $ (27,804.55) $ 251,502.54

Grants Approved $ - $ -

Administrative Fees $ (1,355.02) $ (10,960.41)

Other Expenses $ - $ -

Ending Balance $ 2,446,267.62 $ 2,446,267.62

FUND PERFORMANCE

12-Month Return

Note: Fund Performance represents returns net of both

investment fees and administrative fees.

-0.97%

45


46

membership


421

warm

clubs

2018-2019 membership

warm

members

11,763 11,541

10,520

customer

service

tickets

applications

processed

alumni membership

Started 2018/2019 with 316 members

JULY 1 MEMBER JANUARY 6 MEMBERS

AUGUST 6 MEMBERS FEBRUARY 9 MEMBERS

SEPTEMBER 6 MEMBERS MARCH 19 MEMBERS

OCTOBER 6 MEMBERS APRIL 18 MEMBERS

NOVEMBER 2 MEMBERS MAY 24 MEMBERS

DECEMBER 5 MEMBERS JUNE 147 MEMBERS

TOTAL ALUMNI MEMBERS:

565

47


2018-2019 membership

year-to-date

july 938 NEW MEMBERS 7.2%

august 5,012 NEW MEMBERS 3.6%

september 29,930 NEW MEMBERS 3.5%

october 51,612 NEW MEMBERS 5.8%

november 42,736 NEW MEMBERS – 2.3%

december 14,963 NEW MEMBERS – 32%

JANUARY 20,882 NEW MEMBERS 16%

FEBRUARY 21,604 NEW MEMBERS – 8%

MARCH 21,639 NEW MEMBERS – 27.8%

APRIL 25,475 NEW MEMBERS – 2.6%

MAY 16,735 NEW MEMBERS – 14%

JUNE 2,460 NEW MEMBERS – 12%

TOTAL MEMBERS YTD:

570,099 -4.25%

school of distinction

school of merit

legacy award

The Legacy Award

recognizes Beta

Clubs who celebrate

25, 50 and 75 year

anniversaries.

48

1,254 schools qualified

for School of Distinction

which is a 2% increase

over FY2017-2018

25: 133 schools

50: 37 schools

75: 12 schools

2,781 schools qualified

for School of Merit so far

which is an 11% increase

over this time last year.

The deadline is April 26.

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.


founder’s day

• 26% more schools purchased shirts

this year

• 75% more shirts were purchased

this year

• 152% more banners were sent

this year

national beta

decal

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.

Social Media: 99 posts on Twitter, 53

posts on Facebook, and 194 posts on

Instagram using #IAmBetaKind

Contest Winners:

1st – East Tennessee Homeschoolers (TN)

2nd – Elbert County Middle (GA)

3rd – Peniel Baptist Academy (FL)

Postcard:

THE FUTURE

STARTS HERE

Thank you for being

a part of National Beta!

Offering Beta to your

students demonstrates your

dedication to academic excellence,

character building, leadership

development and service involvement.

The enclosed decal was created to

display proudly on your school

window. We appreciate your

continued involvement in

National Beta!

Decal:

School Decal Card.indd 1

This decal was designed by a National Beta

Intern and Alumna, Mikha Romero.

NationalBETA

7/18/2018 10:49:10 AM

NationalBETA

THE FUTURE

STARTS HERE

ACHIEVEMENT • CHARACTER • LEADERSHIP • SERVICE

49


q1 Accomplishments

• Sent all sponsors a “welcome back” email with a new Membership 101 document.

• Updated designs for calendar, website sliders, School of Merit decal, School of Distinction

postcard, and Educator of Excellence mailer

• Executed a missing grades initiative

• Rebranded the membership pins and certificates with our new logo.

• Rebranded the look of the Alumni Association to appeal to our audience.

• Rebranded our social media presence to be more student and sponsor focused.

• Moved the School of Distinction award (10% growth over the previous year) deadline to

April 24 so that schools who induct in the spring can qualify.

• Included the School of Merit award (including all eligible grades) decal in the membership

box as soon as they qualify so they don’t have to wait to receive their award until May.

• Shipped 1,346 Educator of Distinction awards.

• Launched sponsor gifts for years of service.

• Launched the District of Distinction form in September, instead of January so the sales team

can leverage it to bring in new clubs.

50

membership initatives for q2 – q3

• Establish free shipping and $25 Beta Shop gift card promotion for all clubs that haven’t

added members in 15-24 months.

• Provide resources to add consistency and support for club induction ceremonies

• Launch yearlong “We Over Me” service campaign

• Execute “Do Something Good” day of service for Founder’s Day

• Launch a new project called John W. Harris Educator of Excellence Award. This will go to

all sponsors in the club who achieve all four requirements below. They will receive a

pin, certificate, and be recognized at state convention.

- Earn the National Beta School of Distinction

- Earn the National Beta School of Merit

- Bring students to ONE of the following National Beta events: Leadership Summit,

State Convention or National Convention

- Achieve one of the Service Project Tier Awards

• Send sponsor pins for every 5 years up to 50 years, when we previously only sent pins up to

25 years.

• Update alumni landing page and introduce alumni membership for sponsors who did not

have the opportunity to be in Beta as a student.


july

New Sponsors created: 104

Main Sponsors created: 39

Total Sponsors with 1 year of service in

September: 79

august

New Sponsors created: 822

Main Sponsors created: 309

Total Sponsors with 1 year of service in

October: 768

new sponsor

retention

september

New Sponsors created: 873

Main Sponsors created: 305

Total Sponsors with 1 year of service in

September: 795

new sponsor program initatives for 2019-2020

• Create resources for 1st year sponsors

- Ready, Set, Go- gives an overview of most important things to accomplish in first year

as a sponsor

• Create how-to infographics for the sponsor site

• Update/ add new resources to the sponsor guide on the sponsor site

• Create social media posts geared toward sponsors

• Work with National Sponsors to gather tips for new sponsors

- What I wish I knew my first year

- How to navigate convention/leadership

- How to fundraise

- Service ideas

- Helpful tips for being a sponsor

• Guide to Convention/ Leadership Summits

• Webinars for first-year sponsors

• Webinars for all sponsors

• Sponsor forum topics for sponsors to discuss and exchange ideas

• Create new email badges for sponsors anniversaries

• Create a Sponsor’s guide to Lead by Serving

• Create a fundraising guide

• Induction tips

• Criteria recommendations (based off the sponsor survey conducted last year)

• Bulletin board borders, posters, notecards, Beta promo materials for the classroom

• Create curriculum for Beta Club meetings

• Create content for New Sponsor meetings at Convention

• Update emails sent to new sponsors

51


52

merchandise


merchandise accomplishments

• Successfully completed Inventory audit

• Reorganized the warehouse streamlining the online order fulfillment process.

what’s new?

• Launched New Beta Shop

• Implemented Shipstation to process online orders

- Offering UPS and USPS as shipping options

- By using Shipstation we can offer better shipping options to our customers that will

save them on shipping and reduce our overall shipping cost

• Designed new merchandise

• Implemented the new Beta Club logo, designing graduation merchandise delivery

December 2019

• Implementing business cards added to shipments for accountability during the shipping

process insuring completely satisfied customers

53


convention sales over the years

convention state 2016-2017 2017-2018 2018-2019

KY JR $26,712.98 $36,731.00 $46,423.00

LA JR $4,858.00 $43,225.00 $44,919.20

GA JR $13,411.00 $42,360.00 $35,116.00

TN JR $13,750.00 $32,344.50 $31,045.50

AL JR $10,857.00 $26,280.00 $29,329.64

MS JR $2,638.00 $29,000.00 $25,579.58

LA SR $31,081.00 $14,903.50 $23,762.00

KY SR $8,803.00 $9,945.50 $19,118.00

SC JR $5,885.00 $20,206.50 $18,826.60

VA JR $4,177.00 $17,056.00 $17,591.50

NC JR $9,026.50 $14,917.50 $16,588.70

AR SR $34,456.00 $14,193.00 $15,093.50

MO JR $10,917.00 $11,146.50 $15,034.50

TX JR $37,248.00 $17,795.10 $14,640.50

TN SR $22,875.00 $9,457.10 $14,058.00

MS SR $36,438.00 $20,364.00 $12,276.50

AR JR $13,897.00 $14,253.00 $11,686.00

TX SR $9,929.50 $6,736.48 $10,600.50

AL SR $5,183.00 $6,166.50 $10,588.00

IL JR $13,131.00 $6,978.00 $8,238.00

FL JR $5,121.00 $14,251.00 $8,189.50

MO SR $1,438.00 $10,829.00 $8,175.50

IN JR / SR $8,542.00 $7,479.50

GA SR $15,370.00 $8,242.50 $7,477.50

NC SR $2,935.00 $6,786.60 $6,702.00

VA SR $22,648.65 $7,289.75 $6,590.50

IL SR $8,644.00 $2,887.00 $5,238.00

WV JR / SR $17,146.00 $1,438.00 $5,027.20

FL SR $7,210.00 $1,935.50

OH JR /SR $4,358.50 $1,354.00

OK JR / SR $13,498.25

SC SR $476.00 $1,253.00

54


Q1 SALES

Q1 LEADERSHIP SUMMIT SALES

DATE TOTAL SALES

TN 2018 $2752.25

TN 2019 $4018.09

Q1 FOUNDER’S DAY SHIRT PRESALE

YEAR SHIRTS SOLD

2017 1072

2018 1947

2019 5546

55


Analytics

Ecommerce Overview

All Users

100.00% Sessions

M2 Shop

All Web Site Data

Go to report

Sep 22, 2019 - Oct 2, 2019

Overview

Revenue Ecommerce Conversion Rate

$30,000.00

10.00%

$20,000.00

5.00%

$10,000.00

… Sep 23 Sep 24 Sep 25 Sep 26 Sep 27 Sep 28 Sep 29 Sep 30 Oct 1 Oct 2

Revenue & Conversion Rate

Transactions

Revenue

$47,531.40

Ecommerce Conversion Rate

4.77%

Transactions

251

Avg. Order Value

$189.37

Marketing

Campaigns Internal Promotion Order Coupon Code Affiliation

All Users

All Users

All Users

All Users

0 Transactions

0 Impressions

0 Transactions

251 Transactions

$0.00 Revenue

$0.00 Revenue

$47,531.40 Revenue

$0.00 Avg. Order Value

$0.00 Avg. Order Value

$189.37 Avg. Order Value

Product Product Revenue % Product Revenue

1. Founder\'s Day Tee $38,450.00 81.09%

2. Beta Induction Package $1,475.00 3.11%

3. Honor Cords with Beta Charm $828.00 1.75%

4. Bleed Beta Tee $612.00 1.29%

5. Induction Plaque $605.00 1.28%

6. State Pins $488.00 1.03%

7. Property of Beta Tee $465.00 0.98%

8. Senior Beta Induction Package $280.00 0.59%

9. Black Classic Junior Short Sleeve Tee $255.00 0.54%

10. Crest Motto Sweatshirt $225.00 0.47%

© 2019 Google

56


production

57


PRODUCTION

2018-2019 RECAP

• 619 Custom Orders engraved for merchandise

• $25,737.38 in profit and 77% profit margin on these orders

• 12,088 plaques made for state conventions and nationals.

• Over 21,000 total pieces engraved for all departments

UPDATES FOR JULY 1 TO SEPTEMBER 30

• State convention plaques are more than 50% completed. 6123 in total so far.

• 88 Custom orders for a total profit of $5344.67 and 60% profit margin.

• Over 400 Fundraising tumblers have been ordered.

• Over 14,000 total pieces engraved for this year. Including plaques, name badges,

portfolios, etc.

• Logistics for state convention have been arranged with Palmetto Sound Works to minimize

• trucking costs.

• With the investment in camera equipment we have been working on multiple videos for

social media and convention promo use.

• Posted all available session recordings from 2017-2018 conventions to Vimeo for free

online viewing.

2019-2020 OCTOBER TO JUNE PLANS

• Moving forward we will continue production of plaques, gift items, and other department

needs

• Continued creation of promo video

• Planning for National Convention

58


59


sales &

Marketing

sales &

Marketing

60


3,673

CHANTELLA

3,573

ERIN

597

TOTAL

clubs

2018-2019 SALES

wrap up

10,163

7,970

TOTAL

COLD

MEMBERS

TOTAL

NEW MEMBERS

4,900

KELLY

4,143

ROXANNE

TOTAL MEMBERS:

18,133

90

JEFF

1,754

m&d/Other

4,004

Total Sponsors with 1

Year of Service

NEW SPONSOR RETENTION

20,126 5.18

TOTAL SPONSORS

Average Years of

Service per Sponsor

4,811

New Sponsors Added in

FY 2018-2019

61


2019-2020 SALES

Q1

95

TOTAL

clubs

594

TOTAL

COLD

MEMBERS

0

CHANTELLA

548

ERIN

1,550

TOTAL

NEW MEMBERS

485

KELLY

445

ROXANNE

445

JEFF

TOTAL MEMBERS:

2,144

221

m&d/Other

62


TRAVEL

The sales team has kicked off the 2019-2020 school year by traveling to different

areas within their assigned states.

salesperson state area

NC

Western

kelly phelps AR Little Rock

FL

IL

Orlando

Lake County School District

erin emory SC Greenville County

LA

Jefferson Parish

roxanne johnson GA Savannah

IN

Evansville

jeff wilkins TN Memphis

TX

Dallas / Forth Worth

chantella crosby KS Wichita

PA

Harrisburg

63


marketing

To promote Beta in advance of the sales team’s visits to North Carolina, Florida,

Arkansas, Georgia, Illinois, Indiana, Kansas and Tennessee. Social media campaigns

ran on Facebook and Instagram platforms. Teachers, administrators, counselors and

gifted instructors in areas visited were targeted.

TOtal reach results Total impressions

People who viewed

content

227,338

Clicks to our webpage

13,835

Number of times

content was displayed

381,888

estimated ad recall total investment leads generated

People who could

recall ad after 2 days

77 $2,278 23

64


LOOKING AHEAD: PROJECTS AND GOALS

SALES/MARKETING

- The sales team is aiming and on track to achieve a 2% growth goal in new members.

- Promote the LINK program through direct mail, email, social media and collateral

material to grow clubs, foster mentorship and allow sponsors to earn funds for

their club.

- Develop digital sales starter kit materials to help reduce sales timeline.

- Launch webinar education program to reach principals and superintendents.

- Explore additional markets: mid-west homeschools, Department of Defense

schools, etc.

- Evaluate and continue social media campaigns to reach core and non-core states.

GRAPHIC DESIGN / MARKETING

- Standardize and create consistency in branding across all platforms including social

media, website and email to establish one voice.

- Improve club and organization culture by creating and sharing content with sponsors

that provides value.

LAUNCH SCHOLARSHIP PROGRAM

- Allow 12th grade members added by the deadline date to apply.

- Establish a new review team to select the top five scholarship recipients.

LOGO & BRANDING

65


66

technology


SOFTWARE DEVELOPMENT ACCOMPLISHMENTS

2018-2019 FISCAL YEAR HIGHLIGHTS

• Removed payment requirement and other minor improvements to the scholarship app

• Designed new simplified and clean look for the Beta Shop e-commerce site

• Developed portal to upload talent/campaign skit music and provide details about their

performance that will assist production

• Created a visually appealing service hours tracker and made numerous improvements to

the service hours entry form to support the new tiered service hours

• Continued development for elementary convention registration

• Improved LA District days registration

• Selected video platform to host convention general session videos

2019-2020 FIRST QUARTER HIGHLIGHTS

• Implement integrated shipping solution allowing for flat rate and free shipping options and

added USPS flexibility

• Improved certificate reprint process providing greater visibility for sponsors and staff while

integrating with new shipping platform

• Created portal for convention coordinators to record competition results during the

convention

• Upgraded e-commerce platform improving speed, security while providing a modern

shopping experience

• Provided a custom tee shirt and product design option through the new Beta Shop

ecommerce site

• Identified version 1 feature set and begin design process for our mobile app

67


SYSTEM/INFRASTRUCTURE ACCOMPLISHMENTS

2018-2019 FISCAL YEAR HIGHLIGHTS

• Successfully passed PCI Compliance

• Setup new ecommerce and database server for new Beta Shop hosting

• Rolled out new end user laptops and desktops

• Select and test upgrade for Point of Sale system

• Choose and configure new end user backup system Veeam

• Improve sponsor login security and password management

2019-2020 FIRST QUARTER HIGHLIGHTS

• Deploy new Point of Sale system and hardware

• Implement new server backup solution using Veritas Backup Exec

• Configure cloud server backups to utilize Azure cloud services

• Develop new database backup script allowing increased capacity and robustness

new

mobile app

screen

demo

68


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.

69


NATIONAL BETA CLUB IT 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.

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.

70


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.

71


Big Picture

the big picture

72


73


uptime

uptime

outages

response

time

99.96% 57 532 ms

check name uptime downtime outages

response

time

Beta Shop 99.74% 1 h 51 m 00s 46 2115 ms

Shield 99.98% 0h 9m 00s 2 433 ms

Sponsors 99.99% 0h 6m 00s 4 342 ms

SugarCRM 99.99% 0h 5m 00s 1 359 ms

Mail Getaway >99.99% 0h 4m 00s 2 200 ms

Zimbra >99.99% 0h 2m 00s 1 267 ms

Betaclub >99.99% 0h 1m 00s 1 320 ms

check name uptime downtime outages

Zimbra

IMAP

response

time

100.00% 0h 0m 00s 0 224 ms

74


www.betaclub.org

Jul 1, 2018 - Jul 1, 2019


Main Website Summary

Users

390,033

Sessions

740,693

Pageviews

1,741,422

Bounce Rate

52.2%

How are site sessions trending?

What are the top states by sessions?

8K

6K

4K

2K

0

Jul 1, 2018 Oct 31, 2018 Mar 2, 2019

Aug 31, 2018 Dec 31, 2018 May 2, 2019

Sessions

Sessions (previous year)

262 36,489

Which channels are driving engagement?

Goal: Engaged Users


Metro Sessions Pageviews

1. Atlanta GA 79,729

Sessions

Pageviews

2. Dallas-Ft. Worth TX 40,323

3. Nashville TN 39,432

Organic Search

Direct

Referral

Email

Social

(Other)

4. Charlotte NC 30,907

5. Orlando-Daytona Beach-… 26,720

6. Washington DC (Hagers… 25,961

7. (not set) 23,214

8. Greenville-Spartanburg-… 22,996

9. Louisville KY 19,278

10. Raleigh-Durham (Fayett… 18,684

0

250K

500K

750K

1M

1.25M

1.5M

11. New Orleans LA 16,619

12. Birmingham (Ann and T… 15,691

Engagement by Age & Gender

18-24

13. Paducah KY-Cape Girar… 15,646

14. Baton Rouge LA 13,572

15. Little Rock-Pine Bluff AR 13,563

27.7%

25-34

35-44

45-54

16. Chicago IL 13,116

17. Memphis TN 13,041

18. Lafayette LA 11,161

72.3%

55-64

19. Knoxville TN 10,936

female

male

65+

0 50K 100K

20. Houston TX 10,696

1 - 20 / 222

< >

75


sponsors.betaclub.org

Jul 1, 2018 - Jul 1, 2019


Sponsors Website Summary

Users

94,935

5.7%

Sessions

260,230

4.5%

Pageviews

1,366,049

6.1%

Bounce Rate

25.1%

5.1%

How are site sessions trending?

What are the top states by sessions?

6K

4K

2K

0

Jul 1, 2018 Oct 31, 2018 Mar 2, 2019

Aug 31, 2018 Dec 31, 2018 May 2, 2019

Sessions

Sessions (previous year)

101 13,213

Which channels are driving engagement?

Goal: Engaged Users


Metro Sessions Pageviews

1. Atlanta GA 25,452

Sessions

Pageviews

2. Dallas-Ft. Worth TX 16,543

3. Nashville TN 14,370

Direct

Organic Search

Email

Referral

Social

(Other)

4. Greenville-Spartanburg-… 11,846

5. Charlotte NC 9,120

6. Louisville KY 7,603

7. New Orleans LA 7,180

8. Baton Rouge LA 6,736

9. (not set) 6,351

10. Birmingham (Ann and T… 6,139

0 200K 400K 600K 800K 1M 1.2M

11. Little Rock-Pine Bluff AR 6,014

12. Raleigh-Durham (Fayett… 5,774

Engagement by Age & Gender

13. Paducah KY-Cape Girar… 5,522

14. Lafayette LA 5,309

18.8%

18-24

25-34

15. Memphis TN 5,063

16. Jackson MS 5,031

35-44

17. Oklahoma City OK 4,778

45-54

18. Knoxville TN 4,664

female

81.2%

male

55-64

65+

0 20K 40K 60K

19. Chicago IL 4,133

20. Hattiesburg-Laurel MS 4,122

1 - 20 / 194

< >

76


Beta Shop Analytics

Jul 1, 2018 - Jul 1, 2019


Data From Google Analytics

Users

57,352

31.4%

Sessions

88,119

41.8%

Pageviews

422,316

93.4%

Bounce Rate

40.7%

-28.8%

How are site sessions trending?

What are the top states by sessions?

1.5K

1K

500

0

Jul 1, 2018 Oct 31, 2018 Mar 2, 2019

Aug 31, 2018 Dec 31, 2018 May 2, 2019

Sessions

Sessions (previous 366 days)

1 14,690

Which channels are driving engagement?

Goal: Engaged Users


Region Sessions Pageviews

1. Georgia 14,690

Sessions

Pageviews

2. North Carolina 8,610

3. Tennessee 7,354

Direct

Organic Search

Paid Search

Email

Social

Referral

(Other)

4. South Carolina 7,102

5. Louisiana 5,610

6. Texas 5,260

7. Mississippi 4,393

8. Alabama 4,338

9. Kentucky 4,258

10. Florida 4,246

0 100K 200K 300K 400K

11. Virginia 3,451

12. Illinois 2,598

Engagement by Age & Gender

18-24

13. Arkansas 2,191

14. California 1,769

15. Missouri 1,543

24.6%

25-34

35-44

45-54

16. New York 1,383

17. Oklahoma 774

18. Ohio 767

75.4%

55-64

19. Indiana 652

female

male

65+

0 10K 20K 30K

20. (not set) 580

1 - 20 / 335

< >

77


78

staff service


staff service projects

2019-2020

September

Our staff started delivering meals for Mobile Meals, a non-profit organization in

Spartanburg which provides nutritious meals and services to the frail and homebound

citizens in Spartanburg County. Each Monday, two staff members team up and take about

an hour to deliver meals to 7-12 recipients.

In addition to Mobile Meals, our staff held a School Supply Drive for the Hope Center for

Children in Spartanburg County. The Hope Center for Children serves children, parents,

and families in Spartanburg through counseling, offering mental health services, sheltering

children & young adults, and much more. The shelter receives new children on their campus

throughout the year and are always in need of school supplies. As a staff, we collected 333

pencils, 22 3-ring binders, 31 spiral notebooks, 60 packs of filler paper, 134 ink pens, 10

backpacks, 7 calculators, 16 highlighters, 26 folders, 800 index cards, 5 pencil pouches, 3

bottles of glue, and 3 packs of erasers.

october

Our staff will collect personal care items to create care packages for nursing home

residents at a nearby nursing home in Spartanburg.

november/december

We will participate in The Salvation Army’s “Angel Tree” program. This program allows

individuals to “adopt” the child of a family in need and provide Christmas gifts for the child.

National Beta will adopt 15 “Angels” in Spartanburg this Christmas season.

79


january

We will be teaming up with a local Elementary School to read to kindergarteners.

february

Our staff will make Valentine’s Day cards to send to children at St. Jude Children’s Research

Hospital.

In addition, in February we will have a service project devoted to the needs of shelter

animals in Spartanburg County.

march

We will be volunteering at our local Soup Kitchen. The Spartanburg Soup Kitchen is open

for lunch 365 days a year and serves between 350-500 guests per day.

april

Staff will sponsor 2 high school students for prom. We will provide money for their attire,

dinner, ride, etc.

may

We will participate in Relay for Life at USC Upstate.

In addition, we will organize a game of BINGO, complete with prizes, at a local nursing

home in Spartanburg.

80


Let Us Lead

by Serving Others

BETACLUB.ORG

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