Executive Master Calendar and Agenda

EXECUTIVE MASTER CALENDAR & AGENDA
By: Dean C. Marinakis ’90
(Originated: 7/10/06; Last Updated: 8/8/11)

Purpose: To help provide for a smooth transition from one administration to another and maintain the effectiveness and momentum of our organization, key dates, events and scheduling information are provided below. For example, when a new treasurer took over the position from his predecessor who had resigned, he was unaware that our tax returns were due in January, mistakenly assuming that they were due in April. The MC seeks to prevent this and other similar transition-related problems. Exact dates are provided whenever available. Other dates, however, vary yearly and must be verified. It is the responsibility of the alumni president and executive council to ensure that our organization runs efficiently. It is hoped that this master calendar and agenda will provide a valuable tool to do so. Future administrations are encouraged to add and revise this list as needed.

As Sir Isaac Newton noted in his first law of motion: An object at rest stays at rest and an object in motion stays in motion. By diligently adhering to this calendar, our chapter will continue moving forward, improving and becoming the best chapter we can be.

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15 Federal & State Income Tax Returns due – treasurer to coordinate with accounting firm to ensure both sets of returns are timely filed.

-Spring Semester/Classes Begin (20th in 2009)

-Package Policy (property & boiler) insurance policy premium (due February) Payment history: $4,633 for 2007; $4,822 for 2009

-Social Outing: Illini Basketball Game. Arrange for a social get together to watch an Illini game at a local bar. Can take place February.

-Fall Grade Reports released by University

-Summer Rehabilitation Project – Chair and exec to work with architect to finalize plans for the upcoming summer’s work. Goal is for us to undertake at least one major project each summer for the eventually total rehabilitation of our chapter house.

-Alumni President’s Update Letter/Solicitation Letter. President to prepare and coordinate with our printer, Karl with Grand Marketing Solutions, for it to prepared and mailed out to our members. Attempt to coordinate to include dates and details of our Spring (second) Alumni Association meeting; Homecoming Weekend; Psi Upsilon Convention and other upcoming dates. Include updated Donors’ list from previous year. Alumni president to send personal thank you letters to all donors for each donation. Payment history: 2011: $966 & 701 addresses 2010: 2009: $667.95 & 716 addresses 2008: $770 & 715 addresses 2007: $840 2006: $800 2005: $775

-Scholarship Grant Program (SGP): This is the primary recruiting tool for new members, one that the alumni maintain significant oversight over. As such, care must be taken by the alumni exec members to oversee its success. SGP undergraduate chair to prepare/edit the HS Guidance Counselor letter and coordinate with our printer (Karl with Grand Marketing) that it be prepared and timely mailed out. See SGP Memo, and/or ask Dean, for detailed instructions on how the SGP operates. In advance of the mailer, the online application should be updated accordingly on our website by the alumni secretary, as well as all information on Facebook at http://www.facebook.com/pages/Psi-Upsilon-at-the-University-of-Illinois-Scholarship-Grant-Program/189372277773495. Payment history: 2011 753 pieces; $515.33 2010 773 pieces; $462.27

-Winter (1st) Board Meeting: Omicron Alumni Association Alumni president to coordinate with undergraduates; takes place in January or February in the Loop/Chicago. Homecoming & Arrow Committees formed.

-Foundation Award: Psi Upsilon Foundation Scholarships applications due: date vary; alumni & undergraduate president to encourage deserving candidates to apply.

1 Chapter Services Fee due for International Office; 1st installment – alumni treasurer to coordinate with accounting firm to ensure this bill is paid.

-University Award: Senior 100 applications due: date vary; alumni & undergraduate president to encourage deserving candidates to apply.

-Chapter Award: “Active Actives” Grants – seeks to accomplish the following goals: (1) Recognize and reward Juniors and Seniors for their active participation in house activities; and (2) Provide financial assistance to such individuals in their continued pursuit of a balanced undergraduate education and their continued active participation in house activities. Toward these ends, the Omicron Alumni Association of Psi Upsilon, upon the recommendation of its Executive Board and dependent upon the number of qualified applicants, will make available up to three (3) Grant Awards to qualified, selected Juniors and Seniors, currently set at $1,000 of their in-house house bill. Alumni secretary to post application on website; alumni & undergraduate president to encourage deserving candidates to apply. If you have any questions on how this works, please contact Dean.

-PO Box fee due; check payable to “Postmaster” & placed in box – Alumni treasurer to coordinate with accounting firm for timely payment. Payment history: $128-2008; $132-2009

-Society for the Preservation of Greek Housing; membership dues – Alumni treasurer to coordinate with accounting firm for timely payment. Payment history: $150 for 2007; $300 for 2008—overcharged; given $150 credit for 2009; $150 for 2009

-Homecoming Football game tickets on sale – VP/HC Chair to personally call to order block of 50 tickets (2008 – call Bryan Goodall at group tickets at 217-333-3470; or 217-265-0273 (direct), or goodall2@illinois.edu. must pay in advance, but tickets are not allocated until July) -Spring Break (18-27; dates vary)

-Spring (2nd) Board Meeting: Omicron Alumni Association Alumni president to coordinate with undergraduates; usually takes place at the chapter house. Golf Outing Chair to report on progress. Chair and alumni exec to report on summer rehabilitation project progress.

-Spring Pledge Class Initiation: At chapter house; date varies; send email to alumni encouraging them to attend; and alumni secretary to coordinate with undergrads for a group photo of the new class to send out to our members.

-SGP Chair to review program with the undergraduate members explaining to the new members how it works and to set up the interviewing teams before the semester ends.

-Awards Committee, International Office: Alumni and undergraduate presidents to prepare a joint letter highlighting chapter’s achievements for consideration for awards from the International office at the upcoming convention (due June). Please ask Dave or Dean for sample.

28 Omicron Chapter of Psi Upsilon Founder’s Day (1910) – Alumni secretary to send out an email.

-Spring Semester Ends/Final Exams (5-12; dates vary) – Alumni president to send out email congratulating our graduating undergraduate members & encouraging them to stay active as alumni members of our chapter, especially changes of address.

-Arrow: Undergraduate president to send Arrow chair the names of their award recipients; an up-to-date listing of every undergraduate on Chapter Roll; the President’s report, photos from house functions over the past year, and a copy of the composite.

-Commencement/Graduation (14; date varies)

-Annual report from the Secretary of State office; needs to be filed with a $5 fee

-Summer Landscape Project – Chair and alumni exec to coordinate with architect for the completion of the work during the summer break.

2 Real Estate Tax Bill: 1st Half Due: date may vary – Alumni secretary to coordinate with accounting firm to ensure timely payment.

-Arrow Newsletter/Homecoming Schedule Arrow Chair to coordinate with VP/HC Chair to have our award-winning newsletter & HC letter prepared for our printer (Grand Marketing) for printing and distribution. Note: Make sure to get all materials to printer in advance of late July/early August delivery to take advantage of bulk mailing rate. Target to be mail out to our members by the July 4th holiday weekend. Payment history: 2005 – $1920 (700 copies; IO printer) 2006 – $2,809 (718 copies, IO printer) 2007 – $3,296 (IO printer) ———————————————— 2008 – $2,291.96 (716 pieces & 15 extra copies, Grandmarketing, GM) 2009 – $2,469.71 (751 mailed pieces & 9 extra copies, GM) 2010 – $2,705.70 (760 mailed; GM) 2011 – $2,817.13 (778 addresses, including 8 foreign) 2012 – $3,903.70 (770 addresses, 10 promotional)

-Psi Upsilon Convention (usually in late June, but may vary)

-Spring Grades Reports released by University

-SGP: summer interviews of finalists. Chair to coordinate the selection of finalists, assigning them to local area interview teams, if possible, and follow up with the assigned teams for the return of the completed interview forms. Non-local finalists to be interviewed the first week on campus. Goal is at least twenty (20) completed forms over the summer break.

-Alumni secretary to coordinate with Dean to update the “Psi U By the Numbers” Data on the Red Room (members only – available via login) portion of the website at www.iilinipsiu.com.

-Directors & Officers Liability Insurance premium (Alumni pays; due July) –Alumni treasurer to coordinate with accounting firm to ensure timely payment.

-Summer Work on Chapter House –Alumni president to coordinate with Property Manager to ensure the following work, among other things, be done during the summer break on a yearly maintenance schedule (see Vendors List): (1) Wood flooring (sanding & reapplying polyurethane) (P & P Floor Sanding, Ron Peters, 217-896-2669); and (2) Wood blinds & cornices cleaning and repair (Tim “The Blindman” Donaldson, 217-359-5918)

-SGP: summer interviews of finalists. Chair to coordinate the selection of finalists, assigning them to local area interview teams, if possible, and follow up with the assigned teams for the return of the completed interview forms. Non-local finalists to be interviewed the first week on campus. Goal is at least twenty (20) completed forms over the summer break.

31 End of the Fiscal Year: Omicron Alumni Association of Psi Upsilon

-Alumni Social Outing: Annual Golf Outing

-Undergraduates return to house (16; date varies); schedule all house clean

-Fall Semester Begins (23rd for 2006); date varies

-Undergraduate Rush: 1st week of events/parties at chapter house

-SGP: Non-local finalists to be interviewed. Prospective candidates to be invited to rush events; coordinate with rush chair.

-Undergraduate Philanthropy Event: date varies; pick date after Quad Day; publicize in DI paper & radio, etc. Past events include Hotcakes for Haiti, Food for Thought, Relay for Life, etc.

-Alumni Social Outing: Alumni Exec to consider arranging for the brothers to watch an Illini football game at a local Chicago bar.

1 Start of the Fiscal Year: Omicron Alumni Association of Psi Upsilon –Alumni treasurer to coordinate with accounting firm to ensure timely payment.

1 Real Estate Tax Bill – 2nd Half Due: date may vary –Alumni treasurer to coordinate with accounting firm to ensure timely payment.

-Fall (3rd) Board Meeting: Omicron Alumni Association Alumni president to coordinate with undergraduates; usually takes place at the chapter house during a home football game. May take place in August. HC Chair to report on progress and with the undergraduates & food/cleaning vendors for its success. Alumni president communicates to undergrad president the expectation that at our Fall Board Meeting, we’ll hear a brief report from the undergraduate Philanthropy Chair sketching out general details about the year’s event.

-Risk Management Assessment/Liability Insurance premium (due October/Alumni account) –Alumni treasurer to coordinate with accounting firm to ensure timely payment. Payment history: $3,952 for 2007; $3,442 for 2008

-Membership Taxes (due October/Chapter pays) –Alumni treasurer to coordinate with accounting firm to ensure timely payment. Payment history: $145 per active, or $4,495 for 31 for 2007; $4,050 for 2008

-Certified Housing Fall Workshop (House Manger/representative must attend; University passes out reciprocal housing contract form at the meeting) – Alumni president to coordinate with undergraduate president to ensure that a representative is names and present for this.

-Alumni Social Event: Possibly arrange a get together to watch an Illini football game at a local bar

-SGP Chair, in consultation with alumni exec, to determine the three (3) winners in advance of Homecoming and have them invited and present for the awards ceremony. Coordinate with the alumni treasurer to order the winners’ checks in advance of the Homecoming awards ceremony.

1 The Diamond Chapter Report Form due (include photos) – Undergraduate president to prepare and send in a timely manner.

1 Initial Membership Reports/Pledge Report due for International Office -Undergraduate president to prepare and send in a timely manner.

1 Membership Taxes due for International Office (Chapter’s account) –Alumni treasurer to coordinate with accounting firm to ensure timely payment.

-Homecoming Weekend (usually in October) –HC Chair to coordinate with undergraduate HC Chair for the cleaning of the chapter house, football tickets, awards ceremony (make sure all winners are invited present), SGP winner (make sure all our invited and present) group photo, the Events Schedule, etc. At this time, plans for next summer’s rehab project should be discussed and hyped.

-Winter (4th) Board Meeting: Omicron Alumni Association Held during HC weekend at the chapter house. Elections held for alumni executive board: President, VP/HC Chair, Secretary and Treasurer. Board Members re-confirmed and/or elected. Golf Chair should be named. Following elections, it is strongly encouraged that new presidents read the memos explaining our major programs, including the Scholarship Grant Program (SGP, Paid Positions & Incentive Program (PPIP) (waiters, grade incentives, rush incentives, summer compensation & completed interview form targets for SGP chair), Active Actives, Omicron Improvement Project (and creation of undergraduate O-Board), and By the Numbers. All should be found at the Red Room (member’s only) section of our website, or ask Dean.

-SGP – Alumni secretary to mail letters to the respective winner’s high school guidance counselors informing them of the three (3) winners and asking them to post the results on their school’s website. See Memo for sample.

-City of Champaign Fire Inspection/Certified Housing Inspection of chapter house Property Manager to coordinate with undergraduate house manager and alumni exec to assure compliance and readiness for inspection.

1 Chapter Services Fee due for International Office; 1st installment (Chapter) -Alumni treasurer to coordinate with accounting firm to ensure timely payment.

24 Psi Upsilon Fraternity Founders’ Day (1833) – Alumni secretary to send out an email.

-Thanksgiving Vacation (19-27; dates vary)

-Undergraduate Elections – Newly elected undergraduate president to inform and provide alumni exec members of the respective officers’ names and contact information. Undergraduate president to meet with and prepare administration’s written goals for their upcoming term and send this form to alumni exec. When such goals are written out, we have a better chance of having them fulfilled.

-Fall Pledge Class Initiation: At chapter house; date varies; send email to alumni encouraging them to attend.

-Alumni Executive Goals – Alumni president to meet with and prepare administration’s written goals for their upcoming term. When such goals are written out, we have a better chance of having them fulfilled.

-University’s Reciprocal Housing Agreement due (12/7 for 2007)

-Psi Upsilon Foundation Scholarships – applications available online (www.psiu.org); due March

-Omicron “Active Actives” Grant Program – applications available on website at www.illinipsiu.com and emailed; due March

-Omicron Summer Job & Internship Program – solicit career info and resumes from undergraduates; post to website & send to alumni

-Fall Semester Ends/Final Exams (12-17; dates vary)

Other/Need Dates:

1. Other University Awards; Other International Awards

2. Key dates & events of the undergraduate chapter

3. Fall hard composite for chapter house & online members’ photos – Alumni VP to coordinate with undergraduate VP External for the taking of the photos and ordering of the composite, ideally from a local company, to be hung on the first floor of the chapter house. Members are strongly encouraged to dress appropriately (dark coat & tie).

4. Signed housing contracts due from our members to be mailed back to our accounting firm – Alumni and undergraduate treasurer to coordinate and oversee compliance by our members of this critical event.

5. Paid Positions & Incentive Program: go over dates