December 1, 2014

Jill Anderson, Eta Gamma President

Alpha Delta Pi Executive Committee
Austin Peay State University
Clarksville, TN 37043
Jill Anderson:
The Eta Gamma Chapter of Alpha Delta Pi is an active participant at the Ronald
McDonald House in Nashville. Because Austin Peay State University does not hold
class in latter December and early January, Alpha Delta Pi spends less time
volunteering at the Ronald McDonald House.
More than half of Eta Gammas members are local and many agree on the importance
to spread holiday cheer to families staying at the Ronald McDonald House during Austin
Peay State Universitys winter break. As a member of Alpha Delta Pi, I think you and the
rest of the executive committee will agree that our plan is achievable and represents our
sorority as a whole in a positive manner. Consequently, our proposal will require a
$200.00 increase in next years budget.
We are capable of donating our time and taking care of travel expenses. Without an
increase in the budget, Eta Gammas volunteer work is inconsistent and only takes
place during fall and spring semesters. I therefore provide the following philanthropy
and budget proposal for your consideration.
Respectfully,

Ashten Burns
Active Member, Eta Gamma Chapter of Alpha Delta Pi

A Philanthropy and Budget Proposal

For
Alpha Delta Pi
(2014-15)

Prepared for
The Eta Gamma Chapter of Alpha Delta Pi Executive Committee
Austin Peay State University
Clarksville, Tennessee

by
Ashten Burns
Member of Eta Gamma Chapter, Alpha Delta Pi

December 1, 2014

TABLE OF CONTENTS
PAGE
INFORMATIVE ABSTRACT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iii

INTRODUCTION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Statement of Problem . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Need . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Scope . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
PROPOSED PLAN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Costs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Feasibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
Personnel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
CONCLUSION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5

INFORMATIVE ABSTRACT
Alpha Delta Pi, a sorority at Austin Peay State University, does not remain consistent
with volunteer hours and philanthropic support at the Ronald McDonald House.
Availability to participate during fall or spring semesters and inadequate funding are two
problems that hinder the current members of the Eta Gamma Chapter of Alpha Delta Pi.
Heavy course loads and work schedules prevent members from attending Ronald
McDonald House events scheduled during the fall and spring semesters. An increase in
the budget would give more members an opportunity to participate in a holiday event
and boost the overall reputation of the sorority.
Our members who are available during winter break plan to bake Christmas themed
treats, provide a Santa Claus, and spend time cheering up the families in the Ronald
McDonald House during the Christmas season. The only cost is supplies for baking.
A thorough breakdown of projected costs notes a budget increase of $150.00 to supply
the members of Eta Gamma with ingredients and materials for baked goods to provide
for guests at the Ronald McDonald House.
Relating to other sororities on campus, Alpha Delta Pi uses much of the annual budget
for philanthropy. A volunteer event during the winter break displays the work ethic and
generosity of the members of the Greek community.

INTRODUCTION
Overview
The members of the Eta Gamma Chapter of Alpha Delta Pi balance both heavy course
loads and work schedules, making them less available to volunteer at the Ronald
McDonald House in Nashville. During the latter weeks of December and beginning of
January, Austin Peay State University has winter break, and Eta Gamma becomes
inconsistent with volunteering for the Ronald McDonald House. The following proposal
paves way for a solution to the lack of time and inconsistency that members face.
Achieving this plan depends on the Eta Gamma Chapter of Alpha Delta Pi Executive
Committee to approve both the event and an increase in the annual budget.
Background
Alpha Delta Pi is a nationwide Greek organization that supports the Ronald McDonald
House as its philanthropy. The chapter of Eta Gamma on Austin Peay State Universitys
campus travels to the Ronald McDonald House in Nashville, Tennessee a couple times
each month to prepare dinner for the families being housed. Philanthropy is an essential
part of Alpha Delta Pi and being able to support the Ronald McDonald House is a
privilege within itself.
Statement of Problem
With the standstill of volunteering during Austin Peay State Universitys winter break,
Eta Gamma is inconsistent with its charities for the Ronald McDonald House.
Our chapter is also affected by the heavy course load and work schedules that
members balance each semester. Very few are able to participate in cooking dinner for
the families a couple times each month. Many members have not been able to
experience volunteering at the Ronald McDonald House because of educational and
financial obligations. Since many members are local, Eta Gamma needs to create an
event at the Ronald McDonald House during winter break so that more members can
participate.
Traveling expenses are taken care of by members because they are held responsible
for making to the Ronald McDonald House on time, and many are able to carpool from
campus. The annual budget already allots $150.00 per month to cover the expenses of
ingredients needed to prepare meals. Time is essential but also a factor that cannot be
demanded from each individual member. Members who are able to attend happily
volunteer their time.
Need
Even though the budget is adjusted annually to suit the needs of Eta Gamma, the
chapter needs to adjust the budget for the Ronald McDonald House and approve an
event to take place over the Christmas holiday.

Scope
The following plan includes
1. Methods for a holiday event that boosts member participation and reputation
2. Estimated costs for ingredients, reindeer ears, and packaging supplies
3. A representation of feasibility for the event
4. A summary of Eta Gammas outlook on the plan
PROPOSED PLAN
This plan is constructed to increase participation at the Ronald McDonald House in a
cost effective manner.
Methods
We can boost Eta Gammas participation and reputation through an event by:
Scheduling During Winter Break. By scheduling an event during winter break,
members of the Eta Gamma Chapter of Alpha Delta Pi are not conflicted with course
schedules. As shown in Table 1, there are many possible dates available to schedule
this event. A set date also gives ample time for a member to request time off work, if
possible. Since many members are local and live in Clarksville, more can participate at
the Ronald McDonald House in Nashville.
S

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

26

27

28

29

30

31

DEC
December 10th - Last Day of Fall
Semester

December 11-20th - Possible Event

Date

Decemeber 28-30th - Possible Event

Date

Table 1: A calendar with possible dates for the event

Finding a Volunteer Santa. The families who are housed at the Ronald McDonald
House are usually there for children who are sick and staying in the hospital for
extensive periods of time. During Christmas, a visit from Santa would boost the moods
of the families and patients. Quite a few members of Eta Gamma own Santa suits, and
a fellow gentleman from a Greek fraternity could support the cause and be Santa.
Baking Christmas Treats. Most holidays consist of delectable goodies that are themed
to match the holiday. With Christmas being our holiday of focus, members will take the
time to bake gingerbread men, chocolate dip and decorate pretzels, and sugar cookies
with icing and sprinkles. Most people enjoy baked goods, and the members of Eta

Gamma would get to bond through the time spent preparing the treats. Having more
member participation also lessens the workload for the members who normally cook for
the Ronald McDonald House.
Carpooling to Nashville. Since transportation is not covered by the budget, more
members gives more means of travel. The Eta Gamma Chapter of Alpha Delta Pi has
more than 80 members, and instead of travelling in over 80 different cars, members
would save money by either contributing a couple dollars to the driver or riding with a
member who drives without asking for gas money. Members are motivated to ride with
the people whom they are closest.

Adjusting the Ronald McDonald House Budget. Although $150.00 is allowed to be

spent on meals monthly, money needs to be set aside for the event itself. Otherwise,
members are paying out of pocket for an event that is going to benefit both parties. One
way to adjust the budget would be spend less on meals. Coupons would save up to
$10.00 and shopping case lot puts more ingredients on the shelf for future meals.
Another way to adjust the budget would be spend up to $200 less on the Ronald
McDonald House 5k by not paying for vendors and letting members, sponsors, and
more volunteer workers set up tables at the 5k event.
Costs
Our estimated spending is displayed in Table 2. If the members of Eta Gamma want to
make this event a success, an increase in member participation and the annual budget
is pertinent.
Table 2 Projected Costs and Requested Funding for Next Years Ronald McDonald
House Budget
PROJECTED COSTS
Ingredients and Packaging Supplies
Item

Number

Cost

Total

Bags of Pretzels

$2.89

$8.67

Dipping Chocolate

$2.99

$14.95

Sprinkles

$1.86

$7.44

Gingerbread Men

$3.99

$11.97

Sugar Cookies

$3.48

$10.44

Icing

$1.98

$3.96

50 ct clear bags

$1.97

$3.94

100 ct bag ties

$1.97

$1.97

Total

$63.34

Reindeer Ears and Miscellaneous Costs

Item
Reindeer Ears
Christmas Streamer

Number

Cost

Total

45

$1.00

$45.00

$0.98

$3.92

Total

$48.92

TOTAL YEARLY COSTS

$112.26

TOTAL FUNDING REQUEST

$150.00

Feasibility
Aside from making our request, the members of Eta Gamma feel that the feasibility of
this proposal can be achieved through our dedication to philanthropy and the Ronald
McDonald House. In compare to other Greek organizations on Austin Peay State
Universitys campus, how many of them plan events during winter break and want each
member to experience volunteering for their organizations philanthropy?
Alpha Delta Pi has a well established reputation in the community of Clarksville. From
2012-2014 the organization has won the title of Clarksvilles Best Sorority. The
organization is active within the community, and taking the time to volunteer in another
city over winter break would boost the reputation of Eta Gamma. Our chapter is not
confined to city limits, and expanding our charity represents our Greek organization
nationwide.
A holiday event would not only benefit the chapter of Eta Gamma, it would bring joy to
the struggling families and patients in Nashville. Christmas time is traditionally focused
on spending time with families, and our members can cheer up others who cannot enjoy
Christmas from a hospital bedroom. Alpha Delta Pi supports the Ronald McDonald
House in many ways, and volunteering time during winter break allows the staff to see
that we are dedicated and passionate towards our philanthropy.
Personnel
The members of the Eta Gamma Chapter of Alpha Delta Pi are determined to represent
their organization to the best of their abilities. Many are active in multiple organizations,
RAs on campus, work multiple jobs, and take on more than the required 12 credit
hours. Whenever our organization reaches out to the community, and more importantly
the Ronald McDonald House, our volunteer work and willingness to serve needs more
consistency.

CONCLUSION
As a Greek organization and individual members of Alpha Delta Pi, the chapter of Eta
Gamma strive to improve their community outreach and volunteer opportunities. Our
role on campus is to draw in students to participate and give back to the community.
Annually, the budget is adjusted based on the previous year and the events that are
planned in the year ahead. The Ronald McDonald House has followed its set budget
every semester and has not required adjustment for almost 5 years.
However, a minor adjustment to the budget is requested to benefit both members and
the Ronald McDonald House. The chapter of Eta Gamma needs to promote member
participation for philanthropy and make events exciting so that every member feels the
urge to attend. The Ronald McDonald House needs to know that Alpha Delta Pi will be
there to volunteer regardless if classes are going on or students are on break. We
respectfully insist the executive committee to respond to the members of Eta Gammas
request for a new philanthropy event and increase in the Ronald McDonald House
budget.