Strategic Plan Appendix E - Kappa Alpha...

2016 Retreat22 & 23 Jul 2016 at

Newport News Police HQs

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Strategic PlanAppendix E

Retreat Agenda Day 1 (22 Jul) (6:30 pm – 9:30 pm)

Start Time End Time Committee Presenters

6:30 6:35 Prayer/Opening Remarks / Retreat Guidance

TBD./ R. Giles/C. Holden

6:35 6:45 LRPC EoY Assessment / Strategic Plan / SOP/ New & Reclaimed

Brothers Transition Plan

C. Holden

6:45 7:15 Achievement Foundation & Chapter Funding Request

R. White

7:15 8:15 Development and Programs (PDC) D. Robinson

8:15 8:35 Membership Development C. McMillan

8:35 8:50 Fellowship & Tailgate K. Ali

8:50 9:10 Bylaws C. Williams9:10 9:20 Special Interest Items for

DiscussionPolemarch

9:20 9:30 Wrap-up/Prayer R. Giles/TBD2

Retreat Agenda Day 2 (23 Jul) (9am – 1:30 pm)

Start Time

End Time Committee Presenters

9:00 9:05 Prayer/Opening Remarks / Retreat Guidance R. Giles/C. Holden

9:05 9:20 LRPC / EoY Assessment / New & Reclaimed Brothers Transition Plan

C. Holden

9:20 9:40 Guide Right A. Price09:40 09:55 Achievement Foundation

Chapter Funding Request R. White

9:55 10:30 Programs and Development D. Robinson10:30 10:45 Fellowship & Tailgate C. Boaz10:45 11:00 Beta Chi Undergraduate Chapter Gary Hunter11:00 11:15 XI Theta Undergraduate Chapter Van Jones11:15 11:30 Outreach & Social Actions T. Garner11:30 11:45 Membership Development C. McMillan11:45 12:00 Public Relations R. Watson12:00 1:00 Lunch J. Swann1:00 1:15 Risk Assessment Changes & Plan of Action 1st or 2nd V. Polemarch1:15 1:30 Housing S. Morgan 3

Retreat Agenda Day 2 (23 Jul) (1:30pm - 5 pm)

Start Time End Time Committee Presenters

1:30 1:40 Silhouette LNO C. Simmons1:40 1:45 Pan-Hel LNO P. Fontenot1:45 2:00 MTA E. Hairston2:00 2:10 Historian-Reporter C. Cooper2:10 2:20 Hospitality J. Swann2:20 2:30 Reclamation K. Romney2:30 2:40 Member Services &

BenefitsN. Lamb / J. Swann

2:40 2:50 Senior & 50 Yr Brothers T. Selden2:50 3:05 Achievement and Awards

& ScholarshipsA. Taylor

3:05 3:10 Internal Audit D. Blake3:10 3:15 Bylaws C. Williams3:15 4:05 Calendar of Events R. Stanley4:05 4:55 Finance & Budget G. Bell / A. Giles4:55 5:00 Wrap-up/Prayer R. Giles /TBD 4

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Polemarch

2016-2017 Elected OfficersPolemarch Brother Richard Giles

1st Vice Polemarch Brother Reginald Bowens

2nd Vice Polemarch Brother Khalid Ali

Keeper of Records Brother Reggie Stanley

Assistant Keeper of Records Brother Eugene Johnson

Keeper of Exchequer Brother Gerald Bell

Assistant Keeper of Exchequer Brother Aaron Giles

Strategus Brother Kerwin Borders

Lt. Strategus Brother Jerred Truman

Historian/Reporter Brother Calvin (Chris) Cooper

Board of Directors

Brother Charles “Chuck” Holden

Brother William “Bill” Pinckney

Brother Clifford McMillan

Brother Asa Jenrette

Polemarch Objectives for 2016 - 2017

• The chapter’s major muscle movements for 2016 -2017 will focus on the following areas.

New & Reclaimed Brothers' participation and retention: Transition and full implementation of the “New and Reclaimed Brothers Initiative”. (Vice Polemarchs)

Guide Right Program support (personnel resources and funding). (Guide Right, PDC, chapter members)

Athletic League support (time and/or money). (All)

Increasing chapter fellowship opportunities. (Fellowship)

Foundation and Chapter coordination to increase sponsorships / donations to reduce the requirement on the chapter for fundraising in support of the chapter’s programs (i.e. Scholarship, Guide Right). (Foundation, PDC, and appropriate Chapter representatives)

Incorporating younger brothers thoughts, ideas and approaches to chapter fellowship and fundraising for future sustainment of chapter operations. (PDC, Fellowship, and Foundation)

Board and Committee Member Assignments

1VP R. Bowens

2VP Director Director Director DirectorALI Position #1 (McMillan) Position #2 (Holden) Position #3 (Jenrette) Position #4 (Pinckney)

Committee Member Services and Benefits Guide Right PDC Public Relations Outreach and Social Actions

POC Brother Norris Lamb Brother A. Price Brother Robinson Brother Wright Tony Garner

[email protected] [email protected] [email protected] [email protected] [email protected] James Swann

Committee Silhouette LNO Undergraduate Advisory By-Laws Historian/Reporter Achievement and Awards

POC Brother Simmons Brother Hunter Brother Chip Williams Brother Calvin Cooper Bro. Antoine Taylor

[email protected] [email protected] jimmie.l.wil l [email protected] [email protected] [email protected]

ScholarshipBro. Eric [email protected]

Committee Hospitality/Meeting Room Prep Undergraduate Advisory Finance Housing Internal Audit

POC Brother James Swann Brother Van Jones Brother G Bell Bro. Stephen Morgan Bro. A Giles [email protected] [email protected] [email protected] [email protected] [email protected]

Committee Fellowship Membership Development Achievement Foundation Pan-Hel Council Reclamation

POC Bro. Chuck Boaz Bro. Cliff McMillan Bro. Roland White Bro. Perry Fontenot Bro. Ken Romney [email protected] [email protected] [email protected] [email protected] [email protected]

Bro. Eric [email protected]

Committee Membership Training Academy (MTA) Senior & 50 year

POC Bro. Eric Hairston Bro. Tommy Selden [email protected] [email protected]

Committee Chair Co-Chair1 Development & Programs Darryl Robinson Michael Howard2 Membership Training Academy (MTA) Eric Hairston Will Bing3 Guide Right Arthur Price Chris Belton and Gregory Price4 Outreach Committee & Social Actions Anthony Garner Bob Ayers5 Historian / Reporter Chris Belton Marese Wright6 Beta Chi Undergraduate Chapter Advisor Gary Hunter N/A7 Xi Theta Undergraduate Chapter Advisor Van Jones Earl Granger8 Finance & Budget Gerald Bell Aaron Giles9 Long Range Planning Chuck Holden Everett Hayes / James Swann

10 Member Services and Benefits Norris Lamb James Swann

11 Public Relations Marese Wright Rick Watson12 Achievement and Awards Antoine Taylor Reggie Bowens13 Scholarships Eric Hairston N/A14 Internal Audit Committee Henry Hill Dwayne Blake15 Senior & 50 yr Brothers Tommy Selden John Irby Thomas16 Silhouette LNO Chuck Simmons Eugene Johnson17 Housing Steve Morgan Eugene Johnson18 Membership Development Clifford McMillan Reggie Bowens

19 Bylaws Jimmie (Chip) Williams Khalid Ali

20 Hospitality James Swann John Thomas21 Nomination Ad hoc N/A22 Reclamation Ken Romney Ike Jones23 Fellowship Committee & Tailgates Chuck Boaz Ross Snow24 Pan-Hellenic Council Larry Dixon TBD

Achievement Foundation Roland White N/A

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LRPC

Motions: None

Long Range Planning CommitteeMission Purpose: Maintain the Chapter’s Strategic Plan and SOP. Coordinate with Committee Chairs to facilitate assessment of Chapter Programs. Orchestrate the planning and conduct of the Chapter’s Annual Retreat.

The “How”: Provide structure to the chapter’s planning and execution by maintaining a current Strategic Plan and SOP. Facilitate the integration of activities and actions between the chapter and the Achievement Foundation to leverage tax advantages and coordinate required actions to execute chapter programs.

Chair: Chuck Holden

Co-Chair: Everett Hayes; (James Swann backup)

Committee Members: Al Knight, Rodney Hawkins, Victor Moody, Keith Lovick, Keith Anders, Larry Moore Sr., Bob Walters, Michael Garland, Keith Stutts.

Budget: None

2015-2016 Meeting Dates: Meeting times are from 7-8 p.m. Meetings will be face-to-face or telecom. Telecon number:1 (605) 475-5900 code 987575

2016

28 Nov

2017

23 Jan

20 Mar

22 May

26 Jun

2017 Retreat will be at the Boys and Girls club on 7 & 8 July. Rationale: To deconflict with Conclave – 18 – 23 July 2017

Action Items:

Update SOP: ( KOR - Correspondence External Reports & Achievements and Awards – BOTY Criteria).

Work with Vice Polemarchs for Implementation of New and Reclaimed Brother Integration and Retention Plan (Slides under)

Continue working with PDC and Foundation to enhance collaborative efforts for Corporate Sponsorship, Marketing & Advertising Plan, and Integrating sponsors in chapter recognition activities. (Action: LRPC, Public Relations, PDC, Scholarship, & Foundation)

Working with PDC revise benefits matrix based on lessons learned in 2015-2016 operation year. (Action: PDC POC)

End of Year Assessment: Chapter rated Green in its ability to accomplish its Enduring Goals and Objectives.• All Committees achieved most of the goals and objectives they set for the year with few exceptions.• Chapter Goals.

Goal #1: Sustain a Fraternal infrastructure that will support a large chapter status.

Goal #2: Ensure full commitment to the Guide Right Program Kappa Cardinals Sports Programs.

Goal #3: Become a role model for other Greek lettered and social organizations regionally and the Grand

Chapter of Kappa Alpha Psi, Fraternity, Inc.

Goal #4: Provide a facility that will support operations for the H-NN Alumni Chapter of Kappa Alpha Psi.

Goal #5: Support the H-NN Alumni Chapter of Kappa Alpha Psi Achievement Foundation’s efforts to become a

first class, goal oriented, self sustaining organization that will support the not-for-profit Chapter Programs. Goal

#6: Establish/support, and publicize community and other organization's health awareness, political,

educational and social programs.• Chapter and Foundation Integrated working Relationship:

The Chapter is working with the Foundation to address structural shortfalls. Specific focus is being given to:

Revising bylaws and policies and procedures.

Filling vacant officer positions and establishing specific responsibilities.

Developing chapter and foundation working relationships and responsibilities for foundation sponsored fundraisers (specifically the Golf Tournament).

Developing plan of action for the 2016-2017 chapter operation year.

Long Range Plan Goals and Objectives

New and Reclaimed Brothers Initiative

----------------------------BOD Approved Initiative for

Implementation in 2016-2017

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New and Reclaimed Brother Integration and Retention Plan

• Primary objective of this initiative is improved participation and enhance retention of new and reclaimed brothers by:

Creating awareness and providing visibility on opportunities for brothers to serve.

Improve Training and Education: Increasing brothers’ awareness of chapter infrastructure, how the chapter operates, and how they can help the chapter achieve its mission, goals and objectives.

Improve the Chapter’s ability to maintain visibility on chapter needs and participation of members.

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• Goal: Create awareness and provide visibility on opportunities for Brothers to serve.

• Reclamation Committee: Provides New and Reclaimed Brothers (Non-MTA) information to convey key chapter information (upcoming events and activities).

• Once a Brother becomes financial.

KOE: Informs Reclamation Committee, KOR and 1st / 2nd V. Polemarch of when New and Reclaimed Brothers becomes financial (partial or full).

MTA Committee: Provides information on where New Brothers want to serve the chapter. Inform the 1ST/ 2nd V. Polemarch of Brother’s desires.

1st / 2nd V. Polemarch Assigns a sponsors to New, Reclaimed and MTA Brothers for a specific time period (Recommendation - one year). 1st / 2nd V. Polemarch / sponsor provides New and Reclaimed Brothers information on committee functions and where assistance is needed. Conducts follow-up (Recommendation - after 30-60 days) to determine Brother’s desire to serve.

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LRPC Recommendations to BOD

Note: If a brother agrees to serve on a committee, the Committee Chair will play a vital role in new and reclaimed Brother’s participation and retention by actively involving in their committee meetings and keeping them informed on overall chapter

requirements involving the committee.

Training and Education• Improve Training and Education:

Increase Brother personal and professional development by conducting classes/presentations. This training and education is no different than what is provided to the general membership. (Membership Development).

Incorporate awareness of chapter infrastructure, how the chapter operates, and possible ways to help the chapter achieve its mission, goals and objectives into Membership Development training and education presentations as needed. (Membership Development assisted by LRPC)

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Recommendation: - Include the Membership Development Committee as a standing committee in the Bylaws.

Membership Development: Duties and Responsibilities: To provide mentorship and other related services to the membership in an effort to foster personal, professional and fraternal growth including the spiritual, social, intellectual, health and moral welfare of members.

Maintaining Visibility on Participation

• Maintain / Improve Chapter’s visibility on committee needs and participation of members.

Assist in determining committee strength / weaknesses and assistance needed semi-annually through mid-year and end of year assessments. Brief to BOD and Chapter Members. (Action: LRPC)

Assess committee’s needs, shortfalls and provide assistance as needed. (Action: Polemarch through the use of BOD members)

Provide oversight, direct actions and provide overall visibility of the process at BOD meetings. (Action: 1st or 2nd V. Polemarch)

Note: A recommended format for maintaining and conveying information on all chapter Brothers and their participation status could potentially be displayed in a matrix as shown below. Support would be needed from the KOR, KOE, and Reclamation validated by sponsors / Committee Chairs as to current status of Brothers desires / participation.

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Existing Brothers(Currently not on a committtee)

New & Reclaimed Brother MTA Committee of

assignment/choice Remarks

Update on Strategic Plan & SOP

• Strategic Plan:

o Will delete committee reports from Strategic Plan. However, recommend committee reports continue to be prepared and provided to the LRPC and Historian. The Historian can use these committee reports for update of the chapter’s history on an annual basis using committee accomplishments.

o Will make the final retreat slide deck a separate Appendix (E) that will be posted on the Chapter website with the Strategic Plan. Rationale: Reduce amount of work for committee chairs as well as reduce the size of the Strategic Plan.

• SOP: Still need update on external reports from KOE.

• Strategic Plan (to include Appendix E) and SOP will be posted to the website NLT 1 Oct 2016.

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Guide Right

•Chairman: Art Price; Co-Chairs: Chris Belton and Gregory Price• Committee Members: Brothers Jeremy Blunt, Kerwin Borders, Calvin Cooper, Jimmie Williams, Jr., Eugene Johnson, Kyle Knight• Purpose: Plans, coordinates, and executes all programs for Kappa

League and the Kappa Cardinals. Also, initiates partnerships with community based organizations (such as local athletic associations, youth educational organizations and other civic group oriented toward the constructive development of young men). Plans and executes the Guide Right Public Program. The expenses of this Committee will be included in the Achievement Foundation Budget as approved and submitted by the Board. (Extracted from Chapter Bylaws)

• 2015/2016 Accomplishments: See notes page to this slide.

•2016/2017 Goals and Objectives:– Maintain relationship With Newport News Chapter of LINKS, Inc.– Effect the Enhancement of SAT/ACT Test Performance

Guide Right Committee

•Proposed Budget for 2015/2016 : $6750.00

– Links Supplemental Support 1000.00– SAT Registration/Tutorials 550.00– College Tour(s) 2500.00– Apparel (Polo Shirts/Ties/Lapel Pins) 750.00– Misc. Outings (Cultural/Social/Athletic) 750.00– Senior Signing Day 1200.00

The proposed budget assumes the implementation of an agenda of activities, workshops and programs similar to those provided during the 2015/2016 fraternity year.

Guide Right Committee

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Achievement Foundation

BOD and Officer Positions IAW Bylaws: President will make temporary appointment to officers positions through end of

Dec 2016.

BOD will conduct elections for 3yr terms the first BOD meeting in Jan of applicable years. Current BOD Members: Change to bylaws to 7 members:

BOD Positions IAW Bylaws

Polemarch

V. Polemarch

KOR

KOE

President of Silhouettes

Other BOD Elected Members

Lucious Wyatt

Gary Hunter

President Roland White

1st V. President Chuck Holden

2nd V. President Clifford McMillan

Secretary Ross Snow

Asst Sec Vacant

Treasurer Henry Hill

Assistant Treasurer Vacant

STATE OF THE FOUNDATION

• The Achievement Foundation remains in good standing with the Internal Revenue Services (IRS) and is listed as an authorized public charity. As such all donations and contributions made to the Achievement Foundation are eligible for tax deduction to the fullest extent of rules and guidelines of the (IRS).

• The Achievement Foundation also remains in good standing with the Commonwealth of Virginia. The foundation is incorporated under the rules and statute of the Commonwealth of Virginia. The foundation qualifies under the Code of Virginia to purchase tangible personal property without paying

• The Virginia sales and use tax. *The exemption is not applicable to the purchase of taxable services, such as meals and lodging.

OBJECTIVES FOR 2016

• Re-establish the foundation’s working structure and organization.

• Work with the PDC to make the annual golf tournament a success and the primary fund raising vehicle for the foundation.

• Continue to solicit contributions and donations from the public at large in order to meet the needs of the chapter youth programs and activities.

PROGRAM ACCOUNT BALANCES

• Guide Right: $2,500.00

• Athletic Association: $4,010.00

• Endowment: $12,745.71

• *Scholarships: $14,740.91

• Operations Account: $3,365.03 • --------------------------------------------------------------------------------------

• General Public Contributions Over Above Chapter: $20,831.00

STRATEGIC PLAN1. Develop more specific and detailed interpretation of the objectives and purposes as set forth in the

Bylaws.a. Based on the results, set long and short term goals and identify broad strategies for achievingthe same.b. Identify and design the type of programs and activities for each objective and goal.

2. Establish a committee structure for each program or activity. The charge for each committee is todesign complete and thorough program plans including content, timetable, resources and budget.

3. Establish procedures for reviewing proposed programs and activities submitted by variouscommittees and make recommendations to the Foundation Board for approval.

4. Establish guidelines and procedures for oversight of programs and activities for which the foundationhas to maintain control because of funding source requirements.

5. Identify and design specifications for fundraising activities.

6. Develop detailed policy and procedures for management of endowment funds as follows:a. Establish investment guidelines and policies.b. Identify and select an investment brokerage firm.c. Select a custodian organization.

7. Identify agency and company for gift insurance program.

8. Design and establish a public relations program to inform the community and general public of theservices of the foundation.

Chapter Supported Programs Status of funs requested to support Chapter programs in 2015-2016 Projection of Chapter Funds 21,350 Required by the Foundation to support Chapter Programs in 2016-2017 ( 21,350 - 4000 scholarship bal = 17,350)

Total funds received for 2015-201616 850.00

Total Funds used for chapter programs in 2015-2016____________________________

Account Balance_______________

Scholarships, Operating Account--------------------------

Account (Non-Brother/Endowment)-------------

0.00

Program Total Funding Source Type Chapter Funded Program Total Funding Source TypeEstimated Chapter

FundedScholarships (2015 – 2016) Scholarships (2016 - 2017)

Wyatt1000 Wyatt 500 / Chapter 500 500 1000 Wyatt 500 / Chapter 500 500

Suber (Acct balance $440) 1000 Chapter 0 Out of Funds Chapter 1000H-NN Achievement Scholarship 1000 Chapter 1000 1000 Chapter 1000

H-NN Achievement Scholarship 1000 Chapter 1000 1000 Chapter 1000

H-NN Achievement Scholaship 1000 Chapter 1000 1000 Chapter 1000

Lamb 1000 Individual Brothers 500/Chapter 500 500 1000 Individual Brother’s 500/Chapter 500 500

Williams 500 Williams 0 500 Williams 0

Price 1000 Price 500 / Chapter 500 500 1,000 Price 500 / Chapter 500 500

Smith 500 Smith 0 500 Smith 0

Senior Kappas 1000 Senior Kappas/Chapter 500/Chapater 500 500 1000 Senior Kappas 500/ Chapter 500 500

Ayers 1000 Ayers 1000 Ayers

• Scholarship Admin 400 Chapter 400 500 Chapter 500- Printing & Copying ($300)- Food for Cmte Mtg ($100)

Endowment = 12,745.71 3400 Chapter 3400 Chapter Fund Raising 5KEndowment Account Balance 12,746.71

• Operating Account • Operating Account• Food Baskets 1700 Chapter 1700 1700 Chapter 1700

- Thanksgiving Baskets ($850)- Christmas Baskets ($850)

• Contribution to other org. 750 Chapter 400 400 Chapter 400

-Menchville House-Big Bros. Big Sister Bowl for Kids

• Admin Spt. 1,203 Chapter 230 1,000 Chapter 1.000• Guide Right / Kappa League 6500 Chapter 6750 6750 Chapter 6750Total Chapter Funded $14640 Total Chapter Funded $16350

- Total Scholarship Account $5900 - Scholarship Account $6,500- Operating Account $8,740 - Operating Account $13.000

Other Non-Chapter Supported ProgramsAthletic Association 4000 Fund Raising and In Kind Donations 4000 4000 Fund Raising and In Kind Donations 4000

Endowment Plan• Total Support $18K

• Chapter Endowment Support : 12Ka. Chapter Fundraising: 5K b. Individual Assessment of $50.00 per member = Approx 7K($50 to the Foundation is tax deductible)

• Current Scholarship Support: 6K

• Endowment support at this level will take 15 years to achieve the $150K scholarship endowment goal:

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PDC

Programs and Development CommitteeCommittee Chairman: Brother D. RobinsonDeputy Committee Chairman: Brother Michael Howard

• Committee Members: Brothers: Gerald Bell, Chuck Boaz, Reggie Bowens, Aaron Giles, Chuck Holden, Eugene Johnson, Clifford McMillan, Ross Snow, Reggie Stanley, Rickey Williams, Victor Moody, Rodney Hawkins, and Kelcy McDonald and K-16, Doc Watson.

• Committee Functions: This committee is responsible for development, planning and execution of Chapter fund raising events and activities.

• 2015-2016 Accomplishments:

Successful executed the following fundraising events: Thanksgiving Jam; Triple Play Raffle, Spring Jam, Kasino Night, Golf Tournament, Day Party.

Fundraising efforts exceeded the amount needed to fund chapter programs administedthrough the Achievement Foundation.

• 2016-2017 Objectives:

Provide planning, coordination and development of fundraising and social programs to generate financial support from donors (individuals, businesses, organizations and the chapter) ISO assigned fund raising goals.

Meet the fundraising requirements to support chapter programs (i.e. Guide Right-Kappa League and Scholarship)

PDC Fundraising Events for 2015 - 2016

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Event Date Time Loc 2014-2015 Expenses

2014-2015 Profits ()

2015-2016 Expenses

2015-2016 Profits ()

Remarks

Thanksgiving Jam

28 Nov 15 9:00 pm -

2: 00 am

Magnuson Hotel

$1,965.00 $2,880.00($915.00)

$2,705.00 $2,795.00($90.00)

Spring Jam 1 Apr 16 9:00 pm-

2: 00 am

Magnuson Hotel

$2,166.35 $3,075.00($908.65)

$2,297.97 $5,050.00($2,752.03)

NTC: $195.00

Kasino Night 4 Jun 16 8:00 pm –

02:00 am

HRCC $24,872.78 31,660.00($6,787.22)

$21,760.75 $30,551.04($8,790.29)

NTC: $2,170.00

Golf Tournament

17 Jun 16 08:00 am-

15:00 pm

Kiskiack $4,818.64 $9,760.00($4,941.36)

$6,037.57 $14,565.00(8,527.43)

Foundation Sponsored & Funded

Day Party 25 Jun 16 1:00 pm–

6:00 pm

HRCC $3,690.00 $3,690.00($0.00)

$3,300.00 $3,690.00($390.00)

NTC: $2,060.00

Triple Play Raffle

28 Nov 161 Apr 1625 Jun 16

12:00 am12:00 am

5:00 pm

Magnuson & HRCC

$3,309.00 $11,020.00($7,711.00)

$3,344.00 $10,040.00(6,696.00)

NTC: $2,315.00

PDC Fundraising Events for 2016 - 2017

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Event Date Lead Time Loc Remarks

Thanksgiving Jam Pri: Sat 19 NovAlt 1: Fri 18 Nov Alt 2: Fri 2 Dec

2K16, R. Hawkins

9:00pm -

2: 00am

Magnuson Hotel Incorporate Toys for TotsConsider Les Hommes

Spring Jam 31 Mar 2017 E. Johnson, R. Stanley

9:00pm-

2: 00amMagnuson Hotel

Kasino Night 3 Jun 2017G. Bell, A. Giles, C.Holden

8:00pm –

02:00amHRCC

Golf Tournament 17 Jun 2017

R. Bowen, R. Snow, C. Holden, C. Boaz

08:00am-

15:00pmKiskiack

Foundation sponsored event. Treasurer will

cover all expenses and will receive all income

Day Party 24 Jun 2017M. Howard, D. Robinson, C. Holden

1:00pm–

6:00pm HRCC

Need to determine if this will be a Joint Event w/Deltas

Triple Play RafflePri: 10 Dec 2016,

31 Mar 2017, 24 Jun 2017

G. Bell, A. Giles

9:00pm -

2: 00amMagnuson & HRCC

Breakfast TBD 2K216 TBDHampton or

Newport NewsApplebee's

Back Up Slide

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Budget Request: The Planning and Development Committee requires a operating budget to resource the following activities:

Request budget to support PDC Sponsorship engagements and Laptop Computer with Software requested amount: $2,000.00

Attend Social activities to seek sponsorship or to support other Kappa events to gain insights

Unforecasted requirements to support fundraising activities

FY 16-17 Recommended Events

Thanksgiving or Holiday Jam: Young Brothers Event; Food and DJ – (Ticket cost: $15) Lead: R. Hawkins and 2K16 Date(s): 2 Dec or 19Nov 16. Location: Magnuson Profit: $1,000.00 Finalize at RetreatTriple Play Raffle: Three separate drawings tickets available at the September's chapter meeting. Ticket issue Goal: 3,000 (Issued-2070 in FY15-16) Lead: A. Giles Profit $10,000.00 Thanksgiving or Holiday Jam? – 2 Dec 16 or 19 Nov 16 Spring Jam – 31 Mar 17 Kappa Jazz Festival Day Party 24 Jun 17

Spring Jam: Date: 31 Mar 16 –Lead: R. Stanley and E. Johnson Location; Magnuson Hotel. Profit: $1,00.00 Finalize at Retreat

Fundraisers FY 2016-2017: Planning for Thanksgiving, Triple Play Raffle, Spring Jam, Kappa-Golf Tourney, Kasino Night, and Jazz Festival Day Party events..

Kasino Night: Date, 3 Jun 17 (date reserved) at HRCC. Budget: $23,500.00: Profit: $10,000.00 Games, Food, Prizes, and DJ – (Ticket cost: $50.00), Lead: G. Bell, A. Giles, C. Holden

Kappas Golf Tourney: Date: Jun 17, 2017 – Location: Kiskiack) –Budget:$1,840.00, Expenses: $7,000.00, Revenue: $11,000.00 Profit: $3,881.10. Lead: R. Bowen, R. Snow, C. Holden, C. Boaz

Kappa Day Party or Joint Event: (Projected $20 per ticket); Date: 24 Jun 17 (date reserved) at HRCC. Budget; $5,200.00 & Profit; $750.00. Lead: D. Robinson, C. Holden, M. Marble-Howard Finalize at Retreat

Non- Fund Raising Events

Super Bowl Party Plan/Coordinate and Execute w/membership two months prior and BYOB/Suite Fee event

Coordinated with Embassy Suites for 14 Feb 17.

Valentine Day Social (VDS)

Plan/Coordinate and Execute the VDS

Coordinated with Embassy Suites for 11 Feb 17.

Ensure timely advertisements and max participation for VDS

Requested from the Foundation for scholarships(current level of giving) and general operating cost for15-16: $11,850 (Note: 3.5K KN Seed Money held at chapter)

Request increase in Endowment from 2.5K to 7.5K

Younger Brother PDC Fundraising Efforts

Fundraiser Lead: Doc Watson

• Will come up with fundraiser that will replace one or more of our existing fundraisers.

• Planning: Will include detailed income & expense plan.

Brief PDC IAW at the PDC meetings to receive feedback/guidance in the following months:

Dec - Initial Brief

Mar – 2nd Brief

May – Final Brief

Brief the Chapter BOD: Jun

Brief Plan at 2017 Retreat: Jul

– 2017 – 2018: Execution Year36

Updated at Retreat

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Fellowship

Fellowship Committee

Committee Chair: Brother Charles “Good Chuck” Boaz, Jr.

Committee Members: Brothers Ross Snow (Co-Chair), Khalid Ali, Will Bing, Chris Belton, Gary Cobb, Aaron Giles, Mike Howard, Ken Madison, Reggie Stanley, Rickey Williams, and Marese Wright.

Mission: This committee exists to support the Polemarch’s Priorities to create other venues for Brother involvement and “conduct activities which foster greater social interaction between Brothers and fosters a sense of Brotherhood”, as outlined in the Chapter’s Strategic Plan. This objective is consistent with the Grand Chapter Objective “to promote the spiritual, social, intellectual and moral welfare of its members.” Activities submitted for consideration support the quality or health of the chapter through various activities that promote bonding, increased member and spouse participation.

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Committee Functions: This committee extends the Bond of Fraternity by providing opportunities to fellowship outside of our normal business meetings and organized fund raising events. Three measurements of success are specified in the Strategic Plan, Objective 5.

The committee objectives are as follows: • To unite the brothers of the chapter in a bond of fraternity to include the

alumni chapter, other Greek letter organizations, and other like-minded organizations.

• To coordinate non-fundraising social activities (Tailgates, Valentine’s Social, Kappa Week).

• To focus on fraternal fellowship; Silhouette & significant other participation, and bonding.

• To develop well-rounded activities that includes a monthly fellowship activity, athletic competitions and events, cultural events, and out of town trips.

• To identify networking opportunities with like-minded organizations.• To coordinate social outreach through the Chapter Step Team.• To coordinate transportation for Chapter organized events.

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• 2015-2016 Accomplishments: Facilitated attendance to the 2016 Grand Chapter National Founders Day; 8-10 Jan; Mobile AL.

Facilitated attendance to the 2016 Eastern Province Virginia Founders Day; Springfield VA. (Bus trip and event cancelled due to weather)

Executed annual Super Bowl Gathering, 7 Feb 2016.

Executed annual Valentines Day Dinner and Dance (35 couples).

Facilitated attendance to the 2016 Eastern Province Council; (91st Anniversary); 14-17 Apr 16; Norfolk VA

Executed Chapter Kappa Week and Black and White Formal (Non Conclave year); 7 – 13 Aug 16

Continued the Chapter Third Friday Fellowship gathering.

Fielded 1st place fraternity golf team in Alpha Phi Alpha annual Greek Challenge Scholarship Tournament

Continued to keep the Chapter informed on community and other Chapters’ fellowship activities/events.

Tidewater Kane Team participated in Delta Sigma Theta Alumnae Step Show; 30 Apr; Hampton Univ.

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Fellowship Committee2016-2017 Goals: Plan/coordinate Chapter support to 2017 Nat’l Founder’s Day and Conclave.

Plan/ Coordinate Chapter participation in 2017 Virginia Founder’s Day

Coordinate social activities to promote Brotherhood (Super Bowl, etc.)

Encourage monthly Brotherhood Luncheons for Chapter Brothers assigned at various geographical locations (e.g. Ft Lee, JBL-Eustis, metropolitan areas within the 7 cities).

Coordinate two cultural events.

Coordinate one professional athletic event.

Coordinate step team social outreach and competitions

Notify brothers of social and networking opportunities.

Coordinate transportation for Chapter and Guide Right.

Sponsor a fundraising Step Team Competition to support the Guide Right Program and/or Kappa Kardinals Athletic Program.

Include Silhouette input to scheduled events.

Expand partnership with Senior Kappa/ 50 Year Brothers.41

Kappa Week Activities 3-9 Aug 14: 7 Aug 16: TBD 9 Aug 16: TBD10 Aug 16: Silhouette Night Out (Harpoon Larry’s)12 Aug 16: Polemarch Night Out (Avenue Blue)13 Aug 16 : Black & White Formal (HRCC) Event Lead; Brothers R. Bowens (KW) & A. Giles/Bell (B&W)

Kappa Week 7 – 13 Aug 2016

Budget Plan (expenses and profit):

Expenses (year end funds):Church Donation $ 500.00Black & White $ 10,600.00

$ 11,100.00

Activity Status Comment Recommendation LeadChurchZion Baptist – Hamptonor New Hope Baptist

Pastor is currently out of town for that service. Brother Bell confirming status. May need another location

Bro Gerald Bell’s Church; Bro/Pastor King; 11:00 am service; showtime 10:40 am. Small parking lot so arriving on time is key

R. Bowens &M. Wright

After Church LunchCounty Grill (T)

TBD R. Bowens &M. Wright

Brotherhood Luncheon Buffet City – 14346 Warwick Blvd Suite #440, Newport News) 9 Aug; 1130-1300. Pay as you go buffet

Lunch buffet - $6.49; All day Dinner buffet -$11.43

R. Bowens &M. Wright

Silhouette Night Out –Silhouettes Only

Harpoon Larry’s Restaurant ?621 J Clyde Morris Blvd, NN)

Select Menu; 6:30-7:00 cocktails, 7:00 – 9:00 dinner.. No more than 30 guests total…please sign up early!

C. Boaz

Polemarch’s Night Out Avenue Blue (Peninsula Town Center)

Pay as you go; 5:00 - 7:00 pm Ron Bush

Black & White Formal Contract completed and bids are being issued, still need 55 couples to meet mission

Hampton Convention Center; Working agenda, and support requirements

G. Bell &DROB

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Black & White 2016

Activity Status Comment Recommendation Lead

Forte Band Contract completed (Forte available) Forte Band already locked in (verbally) G. Bell

DJ Need to ID DJ Confirming availability DROB

Awards / Donation & Sponsor Plaques

Chapter Awards Committee Need to coordinate w/Brother Bowens A. Taylor & R. White

Scholarships Coordinate Scholarship Awards Committee

Synchronize the presentation of scholarship awardees E. Hairston

HRCC • Event seating plan (18-20:10 rds)• Meal selection

• Convention Center location is locked in. Need to work menu cost.

G. Bell & D. Robinson

Bids, Programs and Sequence of Events Plan Cost

• Draft Bids are ready• 200 guests• 27 Bids for Scholarship Awardees‘

• Bid cost estimated at $90 per couple• Still need work to numbers• Will provide Bids at the Jun’s meeting

A. Giles & G. Bell

Embassy Suites Rooms & Hospitality Suite

• Hotel contract finalized • Contract completed with Embassy. We to obtained rooms and suite based on contract actions. We will receive comp rooms (2) and suite (1).

DROB & G. Bell

Public Relation Slide Show Fraternity Community Support Slide Presentation

Show during cocktail hour & dinner R. Watson &M Wright

Invites to Sponsors/ Donors Invites need to go out ASAP to all who donated $1000 or more

R. White &R. Snow

Black and White 13 Aug 16: Black & White Formal (HRCC) Time: 6:00pm - 1200am Social 6:00pm - 6:45pm Dinner: 7:00pm - 8:00pm Program: 8:00pm - 9:30pm Dance: 9:30pm - 1200am Suite: 4:00pm - 6pm and 1200am - until (no host) Event Lead: Brother – A, Giles, G. Bell Master of Ceremonies –C. Boaz, R. Snow

Budget Plan (expenses and profit):Black & White:ExpensesHotel: $ 8,500.00Music Forte & DJ: $ 1,350.00Misc (Flowers, Printing-Bids, Programs) $ 750.00

Total: $10,600.00Revenue: Bids Sales $ 9,600.00Year End Funds $ 1,000.00

Total: $10,600.00

Tailgate 2016

Activity Status Comment Recommendation Lead

Reserve Tailgate spaces

$1100; paid 2 season spaces (#15 & 16) reserved(Bro Stanley)

K. Ali

Reserve support Parking

$180; paid 3 games(Bro Stanley)

K. Ali

Reserve Grills Reserved all home games JB Langley – Eustis Outdoor Rec K. Ali

Assign Game Responsibilities

Confirm each game Lead TBD

Verify TG participation

Confirm each game Lead TBD

Proposed Dates:

15 Oct: Morgan State (HC), Game Time 2 PM 29 Oct: SC State, Game Time 1 PM 19 Nov: Norfolk State, Game Time 1 PM\ Set Up: 9 AM Tear Down: 5 PM Event Lead: Brother – TBD Homecoming rule changes Purchase of an Individual parking pass for Lot 10 and Lot11 (Fan Zone) must include the purchase of a game ticket..

Budget Plan (expenses and profit):

ExpensesDirt (2 spaces/ 5 game home season): $ 1,100.00Support Parking (3 games - 6 spaces): $ 180.00Supplies (3 X $764/ tailgate) $ 2,292.00canopies – (2 ea 10x10) $ 450.00

Total: $ 4,022.00Revenue: Fenced Funds $ 2,494.00Collections: $ 0.00Carry over funds 2015/16 (2 games) $ 1,528.00

Total: $ 4,022.00Note: Open W&M (10 Sept 6 pm game time) up to Beta Chi


Committee Budget: 2016 – 2017: $4825.00

Comments: Budget increased with the inclusion of three (3) Chapter sponsored Tailgates ($4025). Budget generally supports seed money for non-fundraising activities. Normally replaced after Chapter Assessment of members or participation fees for associated activities. The exception is the support and fielding of a Chapter team(s) for the annual Alpha Phi Alpha annual Greek Challenge. If participation warrants, the cost for one team is spread equally amongst all players with the difference in registration being borne by all members playing. Any money gained in excess of actual costs is donated to the general fund for distribution by the Chapter.

BOD Recommendation: Approved ______ Disapproved ________ Tabled __________

45

Some locations where the chapter can fellowship and at the same time support the businesses who traditionally support us. Additionally, potential opportunities

for the chapter to make money where we spend money.

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Event Date Time Lead RemarksAvenue Blue Ron Bush

Tuscanos Chuck Holden / Tommy Selden Sr. Kappa Luncheon

Green Frog Chuck Holden

Bar Louie Chuck Holden 20% Discount on all attendees for one day

Carolyn & Carlton Car Detailing

Chuck Holden 5% Discount

Catch & Release Marese Wright 5 %

Chipotles 16 Aug Ross Snow

(No Ticket Sales – i.e. Fellowship with a 10-20% cash back / Donations / Future Ads)Fellowship with the Brothers but chapter still gets paid)

Need to stamp discount coupons (Holden has them) and give to people to spt companies

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Beta Chi Undergraduate

Advisory Committee

Committee Chairman: Brother Gary B. HunterCommittee Members: Brothers Gregory Williams, Thomas Selden and Arthur PriceCampus Advisor: Brother Joe KingCurrent Year 2015 – 2016 Accomplishments:

• Chapter received its’ Certification for the 2015-2016 in September 2015.

• Chapter brothers attended the all required workshops/meetings and conferences for FY 2015-2016 as required by IHQ and the Province.

• Membership Report: The Beta Chi Chapter has continued to be an active chapter in good standings at all levels for 11 consecutiveyears.

• Guide Right Program – Continued the partnership with Cooper Elementary Magnet School assisting in the tutoring of students on a monthly.

• Chapter held regularly monthly chapter meetings

• The Chapter conducted or participated in several successful seminars throughout the year such as the Habitat for Humanity, WorldAIDS Day Awareness; HU Café Appreciation Day, the Martin Luther King Day, and the Wal-greens Red Nose Campaign.

• The Chapter nominated and elected Chapter Officers for FY 2016-2017.

• Held Blood Drive in the Student Center

• Assisted with campus tours from visiting high school students throughout the year.

• Participated in the Spring Fest Step Show

• Hosted a very successful Kappa Week (April 10-17), and had brothers visit from surrounding chapters throughout the week

• The Beta Chi Chapter was Awarded the Greek Chapter of the Year for fourth consecutive year

• The Chapter present scholarship checks to three deserving ladies of their Kappa Kourt

• Fourteen members of the Chapter participated in the Graduation Ceremony on May 8th

• I received the Outstanding Chapter Advisor Award for the University.

Undergraduate Advisory CommitteeGary B. Hunter

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Significant Dates: Hampton U. Chapter Chartered - April 19, 1947

Hampton University 2016 Football Schedule:• Sept. 3rd – Time: TBA; Hampton U vs. Old Dominion U (Norfolk, VA)• Sept. 10th – 6:00 PM; Hampton U vs. William and Mary College (Hampton, VA) • Sept. 17th – 3:30 PM; Hampton U vs. Howard University (Washington, DC) “Battle of the

Real HU”• Sept. 29th – 7:30 PM; Hampton U vs. North Carolina A&T (Greensboro, NC)• Oct. 8th - 2:00 PM; Hampton U vs. Delaware State (Dover, DE)• Oct. 15th – 2:00 PM; Hampton U vs. Morgan State (Hampton, VA) Homecoming

Weekend• Oct 22nd – 3:00 PM; Hampton U vs. Florida A&M (Tallahassee, FL)• Oct. 29th – 1:00 PM; Hampton U vs. South Carolina State (Hampton, VA)• Nov. 12th - 1:00 PM; Hampton U vs. Savannah State (Hampton, VA)• Nov. 19th- 1:00 PM; Hampton U vs. Norfolk State (Hampton, VA) “Battle of the Bay”• Nov. 26th – Time: TBA; Hampton U vs. Coastal Carolina (Conway, SC)


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Year 2016 -2017 Goals and Objectives:

• Conduct a successful Spring 2017 Intake Program• Continue the partnership with Cooper Elementary Magnet School• Strengthen the Bond of the Chapter by conducting chapter workshops/sessions focusing on fraternity and

brotherhood• Win Chapter of the Year Award at Hampton U. • Win Chapter of the Year at the Province level• Plan and have a successful Kappa Week in the Spring• Encourage HU Chapter graduates to join H-NN Alumni or an alumni chapter in the city/area where they will be

living• Challenge the Chapter to encourage a member to run for a Province Undergraduate Office position• Host a Region 5 Undergraduate Chapter Meeting/Work Session

Newly Elected Chapter Officers for FY 2016 - 2017:

Polemarch – Anthony MillerVice Polemarch – Devin WilliamsKeeper of Records - Brandon BradleyKeeper of the Exchequer – Raymond GordonStrategus – Darrin MillerLt. Strategus - Justin JenkinsHistorian – Jacques Dupree


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2016 - 2017 Budget: $1000.00

• Eastern Province Council - (estimated) $525.00– Registration: $225.00– Hotel: $100.00 @ 3 = $300.00

• C. Rodger Wilson Leadership Conference (estimated) $ 350.00– Registration: $50.00 – Hotel: $100.00 @ 3 = $300.00

• Eastern Province Workshop $ 125.00– Registration & Hotel

Amount Approved:___________

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52

Xi ThetaUndergraduate

Advisory Committee

Committee Chairman: Brother Van JonesCommittee Members: Brothers Earl Granger(Campus Advisor), Marese Wright , William Pinckney,

Markell Wilkins (Spring 2016) and William Bing (Spring 2016)

Current Year 2015-2016 Accomplishments & Alumni Update• At the beginning of the 2015-2016 academic school year, five brothers were on campus.

Three young men were initiated into the fraternity in Spring 2016: Christian Jones (Sophomore) , Corey Parker (Freshman) and Geoffrey Young (Sophomore). The average GPA for the new initiates was 3.30. Brothers Corey Parker and Geoffrey Young are legacy. All three brothers are student-athletes. Brothers Christian Jones and Geoffrey Young are soccer players. Brother Corey Parker is a member of the football team. Five brothers will be on campus at the beginning of the 2016-2017 school year: Lonnie “Trey” Reed, Govan Faine, Christian Jones, Corey Parker and Geoffrey Young.

• Brother DeAndre Houston-Carson degree was conferred in May, 2016. Brothers Darrian Hobbs-Rasberry and GreyCongo will complete their studies in the summer of 2016.

• Won 1st Place ($1,000.00) in the 2015 Homecoming Stompfest sponsored by the Black Student Organization.• Brothers organized activities during Xi Theta Kappa Week in February, 2016• Serve as mentors at Bruton High School (The Movement Mentorship Program)• Undergraduate Advisory Committee Members attended at least one MTA session during Spring 2016. • Held monthly chapter meetings• Xi Theta Alumni Update

DeAndre Houston-Carson (Summer 2012)Drafted by the Chicago Bears in the sixth round

Undergraduate Advisory CommitteeCollege of William & Mary-Xi Theta

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Current Year 2015-2016 Accomplishments & Alumni UpdateAlex Goodman (Fall 2013)

Employed with Grant Thornton, a public accounting firm in Washington, DCRyan Smith (Summer 2011)

Defensive back coach (football) at Penn State University

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2016-2017 Goals:• Maintain a strong relationship within the Williamsburg community by collaborating with

The Movement Mentorship Program at Bruton High School• Continue financial and membership sustainability through campus activities and fundraising

events• Encourage recent graduates to join an alumni chapter• Participate in the Fall 2016/Spring 2017 MTA Program• Celebrate 25th Xi Theta Chapter Anniversary in 2017

Undergraduate Advisory CommitteeCollege of William & Mary-Xi Theta Chapter

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Significant Dates:College of William & Mary Chartered - January 11, 1992

College of William & Mary Football Home Games in 2016*Saturday, September 10th at Hampton University 6:00pmSaturday, September 17th Norfolk State University 6:00pmSaturday, September 24th Elon (Family Weekend) 7:00pmSaturday, October 15th Delaware (Homecoming) 3:30pmSaturday, October 29th Maine 3:30pmSaturday, November 19th Richmond TBA

*Away Game

•College of William & Mary Xi Theta Kappa Week – TBA

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Significant Dates:College of William & Mary Soccer Home Games in 2016

August 15th Old Dominion (Exhibition) 7:00pmAugust 26th George Washington 7:00pmAugust 29TH Coastal Carolina 7:00pmSeptember 6th Longwood 7:00pmSeptember 13th Georgetown 7:00pmSeptember 20th North Carolina 7:00pmSeptember 28th James Madison 7:00pmOctober 1st Northeastern 7:00pmOctober 15th Michigan 7:00pmOctober 22nd College of Charleston 7:00pmOctober 26th Virginia Commonwealth University 7:00pmOctober 29th Drexel 7:00pm

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2016-2017 Budget Request:

•Eastern Province Officer Workshop (Registration) $ 50.00

•CRWLC (Registration & Lodging) $ 350.00

•Eastern Province Council (Registration & Lodging) $ 550.00

Total: $ 950.00

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59

Outreach &

Social Actions

Outreach & Social Action Committee• Committee Chair: Anthony Garner• Committee Members: Keith Stutts (Co-Chair): Joe Biggers: John A. Moore, Khalid

Ali, Gary Hammonds, William Pinckney, Tommy Selden, Shawn Jones, and Reginald Stanley, Michael Garland, Kyle Knight, Jarred Truman

• Purpose Expand the influence and visibility of our Hampton-Newport News (VA) Alumni Chapter, KAPPA ALPHA PSI Fraternity, Inc. through community service and other activities in the Denbigh, Williamsburg and greater Hampton Roads VA area by supporting community and other organizations health awareness, political awareness, and social programs. The committee will submit all correspondence to the Chapter’s Keeper of Records for official release on Chapter’s letterhead.

Current Year (2015-2016) Accomplishments Supported local shelters with gift baskets and dresses for Haiti Prostate awareness and Kappa Legislative Day Supported the Menchville Shelter Men Cooking for a Cause fund raiser Veterans DVD and clothing drive (Hampton VA – JUL16) Supported voter registration and the election process. Provided Thanksgiving and Christmas baskets to needy families. Supported the Alopecia Foundation (Shoe Drive). Supported PICH and 100 Black Men Health Fair.

Outreach & Social Action Committee

2016-2017 Goals and Objectives:

Support local shelters and Thanksgiving and Christmas baskets Strengthen professional partnerships with key civic and community

leaders Support local veterans Supported voter registration and the election process. Participated in Kappa’s Virginia Legislative Day. Supported dresses for Haiti. Supported the Alopecia Foundation (Shoe Drive). Supported Prostrate Health Walk in September. Provided 10 backpacks and school supplies to Province Social Actions

Committee during the Province Officers Workshop. Participated in the Hampton Roads Alliance for Voter Education and

Civic Engagement Training.

Outreach & Social Action Committee2016-2017 Budget:

Amount• Community events (National Night Out) / Veterans project: $150• Cooking for a Cause – Menchville Shelter $ 75• Christmas gift bags for local shelters $ 75• Big Brothers and Big Sisters support $ 200• Golf tournament (KAPPA Team) $ 100• Support voter registration and election process $ 50• In conjunction with Pan-Hellenic Council Members

co-sponsor at least one political forum $ 200• Participate in Kappa’s Virginia Legislative Day $ 50• Provide Thanksgiving and Christmas baskets (Foundation) $ 0.00• Support dresses for Africa $ 50• Support the Alopecia Foundation $ 200• Adopt a highway $ 0.00• Support PICH and the 100 Black Men Health Fairs $ 0.00• Host Poverty Simulation $ 200• Support Prostrate Health Walk in September $ 0.00

Total $1,350Retreat Requested: $1,350 Chapter Approved:_______________

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Membership Development

Membership Development CommitteeMission:This committee is responsible for providing mentorship and other related services to the membership in an effort to foster personal, professional and fraternal growth including spiritual, health, social, intellectual, and moral welfare of the members.

Committee Chairman: Brother Clifford McMillanDeputy Committee Chairman: Brother Reggie BowensCommittee Members: Roland Thompson, William Baker, Reggie Stanley, Gerald Bell, Maurice McMillan, Victor Moody, Jerry Little, Arthur Price, Frank Smith, Rodney Hawkins, Eric Hairston, Gus Owens, Bill Pinckney

Goals: Focus on at least one activity per quarter. Schedule 15 minutes max informative briefs at our monthly meetings to minimize overtaxing Brothers time.

Kappa Riders participation in at least one ride per quarter. Plan to attend Franklin-South Hampton’s Fish Fry in Franklin.

FY 2016-2017 –Schedule various activities at the discretion of new members ( Health Seminar, Home Purchase/Selling Seminar, Disability Seminar DOD Resume Writing, etc)

Committee Objectives 2016-2017: Embed membership development in all chapter activities

Once a quarter, conduct various seminars for chapter members (finance, health, veterans benefits/claims;social media, event planning, etc)

Facilitate the use of collaborative tools and teleconference as routine business

Keep Kappa Riders under the Membership Development Program to promote rider safety with coaches for new and seasoned chapter riders

Motion:

2016-2017 Budget: N/A

Date Subject Presenter Alt/Presenter

Sept 2016 Region 5 Calendar Ken Madison Rodney Hawkins

Oct 2016 Officer’s Workshop Highlights Reggie Bowens Khalid Ali

Nov 2016 CRWLC Highlights Khalid Ali Reggie Bowens

Dec 2016 Historical Perspective, Kappa Alpha

Psi

Norris Lamb Sidney Williams

Jan 2017 Kappa Founders 2K16 Clifford McMillan

Mar 2017 Auto Purchase Clifford McMillan TBD

Apr 2017 Robert Rules of Order/Rules of the

Province Council

Gus Owens Clifford McMillan

May 2017 Kappa Mentorship Ride Michael Marble-

Howard

Reginald Stanley

Jun 2017 Prostate Awareness Bill Pinckney TBD

2016-2017 Briefs (15 Minutes or less) at each Chapter Meeting.

Maybe replace the protocol moment

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Public Relations

Public Relations Committee

• Committee Chairman: Marese Wright

• Committee Members: Rick Watson(Co-Chair), Keith Davis, Chris Belton , Eric Hairston, Roland Thompson, Reginald Stanley, Tommy Selden, Irving Crudup, Ron Bush, Mahlone West, John Thomas, Doc Watson-Jones, Larry Dixon, Calvin Cooper, William Bing.

• Purpose: To monitor and coordinate information that is communicated to the membership and the public as it relates to the Hampton-Newport News Alumni chapter.

• Functions: To develop and facilitate an efficient communication plan within the chapter to attract quality members and to provide a broader venue to showcase our fraternal service to our community stake holders.


• Functions Con’t: The committee exists to execute an effective communication plan which is based on the following objectives.

o Enhance the image of the chapter to our community, including appropriate media coverage (radio, television, and newspaper) coverage of chapter events, stake holders and among our chapter membership.

o Maintain an effective line of communication in the chapter.o Increase a broad understanding of the chapter’s mission to the

public.o Maintain a data base of media which includes web pages,

historical photos, radio, TV, newspaper and social media.o Develop strategies to promote the accomplishments of our

chapter and the services we provide to the community at large.


• Current Year 2015-2016 Accomplishments:o Published two chapter newsletters for the fraternal year o Produced high quality ADs for community organizations and

eventso Produced a slide show including electronic placards for sponsors

of Kasino Nighto Submitted monthly reports for Region Vo Kept the local, national and community stake holders informed

of our purpose and mission through newsletters, newspaper articles, face-book and the website

o Archived chapter events through pictures o Created a Chapter Guide Right display which was featured during

the Province Council meetings


• 2016-2017 Goals and Objectives:o Begin a feasibility study on owning our own chapter web domain o Publish the PHI NOOPY News five times a year o Look for innovative ways to keep our chapter members and our stake holders

informed of the services we provide within our community and to assist with the efforts of the reclamation committee.

o Continue to provide Region V reports as requiredo Produce Ads in a timely manner when requestedo Produce a pictorial history of the Hampton Newport News Alumni Chapter and

provide a copy for each member on a CDo Look for ways to archive the fraternal year electronically and in hard copy and

keep in a secure placeo Select a committee member to serve as a liaison for the PDC to enhance

communication and collaboration

• 2016-2017 Budget: o Web site maintenance, AD production cost, archiving and securing historical

information and printing of newsletters $ 2,500 o Two Kappa Backdrops $600 Total = $3,100

Need to define secure

Overview: How will having account benefit our chapter

Motions

Chapter Instagram Social Media Account (Free)

Overview Continued

Instagram is an online mobile photo-sharing, video-sharing, and social networking service that enables its users to take pictures and videos, and share them either publicly or privately on the app, as well as through a variety of other social networking platforms, such as Facebook, Twitter etc…..

There are over 300 Millions daily active users of this social media outlet to include an Official Kappa Alpha Psi Fraternity Inc. account and countless undergraduate and alumni accounts.

Starting a Instagram account like all social media outlets cost the chapter nothing. But it is important to keep up with the times and to take advantage of new ways to reach people in the community rather it be promoting a party or soliciting support from the community for one of our numerous outreach programs.

We motion that the chapter allow Brother Larry Dixon and myself to start and operate an official HNN Alumni Instagram page to promote brotherhood, fellowship and most importantly to be used for the good of KAPPA!

Need to instruct chapter on how to identify audience and link accounts. Also discuss control, rules and procedures.

72

Lunch1200 – 1:00 pm

73

Risk Assessment

Risk Assessment 2016

• IHQ Requirements:

Completed form must be received by IHQ (via email mail or fax) at least 2 weeks prior to each scheduled event/meeting

Insurance information of other organizations that are involved in planning or working the event.

Insurance information of other organizations/vendors involved in planning or working the event (if applicable)

Chapter hosted Athletic events (This is chapter athletics, not Athletic Association)

Athletic forms are required to be maintained by the Chapter.74

Hampton Newport News Risk Assessment Program

IHQ Requirements Chapter Requirements

Met Met

Risk Assessment Chapter Procedures

IAW Chapter bylaws 2nd V.P. is Chapter Risk Assessment Manager (CRAM) will ensure: Committee Chairs submit event data for the insurance checklist form

for all events following the retreat Ensure the are completed forms are signed and submitted to IHQ

prior to event date. Ensure required Signatures for an Insurance Checklist

Committee Chairman Chapter Risk Assessment Manager Polemarch V. Polemarch KOE

CRAM will provide the event chairperson with a confirm receipt or signed Certificate of Liability Insurance from IHQ prior to event execution.

Risk Assessment Acknowledgement

From: Marylin Brock [email protected]

To: [email protected]

CC: Curtis Anderson <[email protected]>,"Cleophus Thomas, Jr." <[email protected]>,Ernest Brown <[email protected]>,William Dunbar <[email protected]>,Rob Jenkins <[email protected]>Date: Tue, Apr 5, 2016 at 8:53 AM

76

This e-mail serves as an acknowledgement that we have received your "EVENT CHECKLIST" for the event listed above and as a confirmation that your request has been processed.

Please give us a call if you have any questions.

Marylin

mailto:[email protected]

mailto:[email protected]

https://support.google.com/mail/answer/180707?hl=en

http://www.google.com/url?url=http://www.stencilrevolution.com/stencils/big-brother-is-watcing-stencil/&rct=j&frm=1&q=&esrc=s&sa=U&ved=0ahUKEwimkZGazoDOAhVIYiYKHXc9CO84FBDBbggeMAQ&sig2=ec9jQmr0ZQZgJCFLSZOpIg&usg=AFQjCNHd0byVuERKcwZDYAexK9y1d-vJsw

http://www.google.com/url?url=http://www.stencilrevolution.com/stencils/big-brother-is-watcing-stencil/&rct=j&frm=1&q=&esrc=s&sa=U&ved=0ahUKEwimkZGazoDOAhVIYiYKHXc9CO84FBDBbggeMAQ&sig2=ec9jQmr0ZQZgJCFLSZOpIg&usg=AFQjCNHd0byVuERKcwZDYAexK9y1d-vJsw

Risk Assessment Acknowledgement

77

78

Housing

Housing Committee Committee Chairman: Stephen Morgan

Committee Co-Chairman(s): Eugene Johnson, III

Committee Members: William Bing, III, Markell Wilkins, Kyle Knight, Christopher Tynes(must become active), Garnell Scott

Mission: This committee is responsible for the maintenance and upkeep of the Frat room at the Boys and Girls club, to include ensure furnishings and equipment are available and operational to support monthly meetings. In addition, the committee is responsible for identifying secondary meeting sites when the Boys and Girls Club is not available.

Current Year 2015-2016 Accomplishments –

• Presented Play Station 4 Console, Xbox Console, games and controllers to B&G Club

• Housing Committee worked with HVAC company and Peninsula B&G Service Director to coordinated efforts to repair meeting room HVAC

• Rebuilt Kappa Alpha Psi podium (Still in need of repair - wheels)

• Maintained drainage vents on equipment room roof to prevent leaks but permanent roof repairs will be needed


• Provide Boys and Girls Club with equipment donation

• Provide pest control to area equipment room

• Maintain equipment room organization for football equipment and cleanliness

• Maintain annual service on HVAC system

• Seek additional furniture donations for lounge area to replace old and/or broken furniture

• Maintain an updated list of potential meeting locations

Housing Committee

• 2014-2015 Budget: Allocated budget $ 860.00 Expended___________

• 2016-2017 Budget:

• ITEM ESTIMATED COST

• HVAC Repair and Diagnostic HVAC $ 500

• Contribution to B & G Club $ 400

• Cabinets / Podium $ 200

• Pest Control and Moisture Control $ 100

Sub-total $1200

Housing Committee

Look at purchasing tables and chairs just for chapter use (i.e. monthly meetings)

82

Silhouette Liaison

• Committee Chair: Charles “Chuck” Simmons

•Committee Members: Co-Chair Eugene Johnson

•Mission: To facilitate communication between the Silhouettes and the Brothers of the Hampton-Newport News Alumni Chapter of Kappa Alpha Psi Fraternity, Inc. and to leverage their involvement as the auxiliary organization of the chapter to enhance and support the chapter’s Kappa League and Kappa Cardinal programs.

Silhouette Liaison

•Year 2015 - 2016 Accomplishments:

1. Communication:

a. Continued to meet with the Silhouettes as a group to provide information and maintain open dialogue.

b. Continued to engage in conversations to support the Silhouette membership in defining their goals, objectives, and yearly activities.

c. Chapter Guide Right Program director met with the Silhouettes, briefed them on our program activities and initiatives and requested their support.

Silhouette Liaison (Con’t)

2. Activities:

a. Supported the Silhouettes’ annual Christmas Party.

b. Assisted the Silhouettes by providing space for conducting their silent auction fundraiser at the Kasino Night event.

c. Assisted the Silhouettes with their continued jewelry sale as a fund raising activity at the 2016 Province Meeting.


3. Support Community Service/Chapter: a. The Silhouettes donated $1,650.00 in support of the

chapter’s Guide Right Program.b. Silhouette Libby Johnson, in honor and remembrance of

Brother Curtis Johnson, facilitated donations to the foundation earmarked for the chapter Guide Right Program which amounted to $2,658.00.

c. Silhouettes conducted a “Silent Auction” during KasinoNight.

d. Supported the Senior Kappa Toy Drivee. Supported the Kappa Safe Sleep Initiative.f. Provided “Back to School” supplies for a local elementary

school (Syms) in support of Silhouette Revell’s request.


Year 2016 - 2017 Goals and Objectives:

1. Support the Silhouettes, as appropriate, in meeting their goals and objectives.

2. Silhouette goals include: (1) increase Silhouette membership and participation; (2) host a Christmas party, (3) provide additional support of the Kappa League and Kappa Cardinals, physically and financially.

3. Encourage open communication and provide reports to the Brothers of the Hampton-Newport News Alumni Chapter on the goals and activities of the Silhouettes.

4. Facilitate and assist in the development and the defining of a solid support vision.

Expected Budget:

Silhouettes are requesting $500.

BOD Recommendation: Approved ____ Disapproved _______ Tabled ______


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Peninsula Pan-Hellenic Council

LNO

Peninsula Pan-Hellenic Council LNO• Peninsula Pan-Hellenic Council Rep: Brother Larry Dixon•Co-Chair: Vacant •Brother Purpose: To provide communication and information between the Pan Hellenic Council and the Hampton Newport News Chapter of Kappa Alpha Psi, Inc.• Current Year 2015-2016 Accomplishments:

PPHC awards banquet honoring Chapter Man of the Year. Excellent turnout of 15 brothers and guests. Low turn-out to Pan-Hell cookout June 6, 2015 with three Brothers attending. (Reserv tkts – pay for tkts) Expenditures: $100.00 dues $60.00 Banquet for nominee and guest

• Projected Activities for 2016-2017: PPHC Awards banquet: Point Plaza Hotel (T), NN- Recognition of the active members chapters nominee

for Chapter’s Soro/Frater of the Year. Pan-Hell Salvation Army Bell ringing for Christmas; date and location TBD PPHC Family cookout: First weekend in June, 2016; location-Bethel Park (T)

• 2016-2017 Operating budget: PPHC annual dues $100.00 Hosting (need to confirm) $ 250.00 Chapter nominee and guest for the PPHC awards banquet. $ 80.00 (T) Gifts for banquet ($25), Gifts for pic ($20) $ 45.00

Total $ 475.00

Retreat Requested: $ 475 Chapter Approved: ___________

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Membership Training Academy

(MTA)

Membership Training Academy (MTA) Committee

• Committee Chairman: Eric D. Hairston• Co-Chair: Van Jones• Members: Tyrell Grant

• Current Year 2015-2016 Accomplishments:Initiated nine men and all are active members of the chapter and are serving on at least two committees.

• 2016-2017 Goals and Objectives:To initiate a minimum of five men and pair each new brother with a Kappa sponsor.

• 2016-2017 Budget: Food cost $300.00Total $300.00

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Historian-Reporter

Historian - Reporter• Elected Position: Calvin Cooper

• Mission: Serve as a member of the Public Relations Committee. Collect biographical data for the Chapter and shall transmit such data when requested of him by a sustaining member of the Chapter. Maintain file copies of all KAΨ Journals and evidences of individual or Chapter activities, achievements and appropriate archives. Collect and compile all current materials pertaining to the activities and achievements of the Chapter and its members and shall forward to the KAΨ Journal news items and other items for publishing in such form and at such time as indicated. Prepare and maintain a Chapter history. Publish the Chapter Newsletter (“Phinoopy News”) and serve as the principal liaison between the Chapter, Province Historian and the “Kappa Alpha Psi Journal” Editor. (Modified from Chapter Bylaws)

• Year 2015-2016 Accomplishments:• Continued the effort to provide the Province with news and information on

the chapter each month.• Published two editions of Phi Noopy News 93

Historian - Reporter

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Year 2016-2017 Goals • Identify/implement plan to collect, compile and store the necessary materials

for recording the activities and achievements of this Chapter and its members as identified in the Chapter Bylaws.

• Continue to utilize an organized group effort to take pictures that capture the majority of the chapter’s events for reporting in the newsletter and chapter website.

• Continue the effort to provide the Province with news and information on the chapter each month. (Pending Province direction from the new Province Polemarch)

• Solicit information from chapter members to enhance the chapter newsletter.• Where feasible, put each edition of the Phi Noopy News on the chapter

website under membership sign-in.• Work with the Keeper of Exchequer and the Housing Committee for safe

keeping of items within the Storage facility of or historical items.• Use committee reports (past year’s accomplishments to include what the

chapter sends to Province ) to begin to document the chapter’s history.

• 2016-2017 Expected Budget (Itemized):

ITEM ESTIMATED COST

Photograph paper $ 150.00

Photograph Binders $ 25.00

Other Production Costs $ 75.00

Storage Facility Costs $ 100.00

Total: $ 350.00

BOD Recommendation: Approved ___ Disapproved ____ Tabled ____

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Historian - Reporter

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Hospitality

Hospitality CommitteeCommittee Chair: James SwannCo-Chair: John ThomasCommittee Members: Consists of MTA and Brothers on duty roster run by the 1st V.P. 1. Purpose: To assure all brothers enjoy the hospitality given by the members of Hampton/Newport News Alumni Chapter by making visitors feel that they have a home away from home. Responsible for set up and tear down of furnishings for monthly meetings.2. Functions: Is to make sure everything is in place prior to the start of the meeting per the guidelines of Kappa Alpha Psi. Committee members are to make sure that everything is in order for Repast and Retreat. Coordinate with committee members to share the following duties. Establish duties are:

• Setting up tables and podium for chapter monthly and retreat meeting sessions. • Preparing special section for 50 year members (Available to 50 Year members only)• Receiving, displaying and serving food for chapter monthly meetings, retreat and / or

special functions. • Ensure condiments are available for meetings/retreat and special functions, to

include drinks, ice, cutlery, plates, napkins, etc. Additionally, ensure funds are available to purchase these products.

Hospitality Committee3. Current Year (2015-2016) Accomplishments

• Maintained the table set-up and cater to the 50 Year Brothers to make sure their needs are met

• Prepared special desserts for chapter members

• Maintained the set-up for the head tables for the officers to include red & white tablecloths

• Maintained the buddy system to have break-down and kitchen patrol run smoother.

4. Goals and Objectives for 2016-2017

• During repast continue to play the KAPPA Songs, show power point slides of activities the Hampton-Newport News Chapter is involved in.

• Repast: Ensure that meals are provided during monthly membership meetings and other designated chapter sponsored events, such as the annual retreat, as needed.

• Coordinate with KOR to send a reminder to members during the chapter monthly meeting repast that repast starts at 6:00 pm and ends at 7:00 pm. This should help ensure all brothers have eaten prior to the meeting and minimize disruption of the meeting.

• Continue to provide hospitality to Kappa Brothers who visit with us for our monthly chapter meetings.

• Continue to take advantage of sale prices when it’s time to replenish supplies and drinks.

Hospitality Committee

5. Requested budget for FY 2016-2017- Repast (To include Retreat) based on 80 brothers $5,850.00- Supplies 500.00

Total= $6,350.006. Comments:

• Estimated cost for Hosting based on a possible increase anticipated from the Food supplier. (Due to increased prices of food & increase in membership & visiting Brothers)

• We expect a growth in Chapter membership and participation.

Retreat Requested: $6,350.00 Chapter Approved:_______________

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Reclamation

Reclamation Committee

• Committee Chairman: Cletus I. K. Romney

• Committee Members: Ike Jones (Co-Chair?), Asa Jenrette, John James, Marese Wright, Jimmie Williams III

• Purpose: Develop/Implement a reclamation program that identifies inactive Brothers, and invites them back into the fold. Maintain a record of those contacted for future reference. Establish critical steps for our reclamation process to include: identifying inactive Brothers, designating specific “Reclamation Event” dates (twice annually), developing a tracking mechanism for those contacted, and close out date once reclaimed.

• Functions: Increase membership, by reclaiming 10 Inactive Brothers (inactive defined as not been active at either all three levels or at least one level (Grand, Province, or Local) for one or more years annually with the assistance of the general membership (mandated by Province). Reach out to recent local college graduates and invite/encourage them to join the chapter upon graduation.

Reclamation Committee• Current Year 2015-2016 Accomplishments –

o Contacted in excess of 200 potential reclamation candidates based on List of names provided by IHQ, our data base and names submitted by the membership

o Provided reclamation packets to all potential reclamation candidates o Contacted every Brother on our current roster by mid-year who paid partial dueso In conjunction with the KOE, identified and contacted every Brother on the roster

by the end of the first quarter, who was financial last year, but inactive this current year with the intent of encouraging them to join the chapter before being placed on the inactive roster for the following year

o Reached out to every brother, new to the area and/or referred by an active member for the purpose of reclamation

o Established a tracking mechanism that identifies every Brother that was contacted, whether that contact was by notecard, verbally, telephonic or electronic (email), and annotated Brother’s intent with regard to joining the chapter and his potential of becoming a member in the future.

o Conducted a College to Alumni Transition Forum at Hampton Universityo Reclaimed 4 Brothers

• 2016-2017 Goals and Objectives:

• Improve upon our 7 Step Reclamation Process as follows:

o Reclamation Events: Establish informal reclamation events during tailgates and fundraisers. Host two “Announced semi-Annual Alumni Reclamation Events”. The first formal event will be during the second scheduled Fraternity meeting of the year and the second event will be during the second quarter (January Fraternity meeting).

o Role of Active Members: Active Brothers invite inactive Brothers/bring a Brother to the two announced dates. Active Brother stands with the “Visiting Brother” and has the visiting Brother introduce himself.

o Visitor Recognition: Reclamation Committee issues the “Visiting Brother” a "Welcome Letter“ along with additional pertinent information about the chapter and dues (we will make the distinction between reclaimable brothers and those Brothers who are active with other chapters but just visiting for the meeting).



• Improve upon our 7 Step Reclamation Process as follows :

o Collegiate/Undergraduate Recruitment Efforts: Continue with our efforts to reach out to undergraduate members with the Undergraduate Forum. Visit with the undergraduate chapter during their chapter meetings. Solicit their input with regard to what they would be interested in at the alumni level during the forum.

o Collegiate Tracking: Establish and Implement plan to:

Track Hampton University (HU) and William and Mary (W&M) Chapter Brothers staying in the area and encourage them to matriculate to alumni chapters, specifically to H-NN Alumni Chapter of Kappa Alpha Psi Fraternity, Inc. (Collegiate Chapters Advisory Committee Chairs supported by Reclamation).

Measurement of Success: During years where HU and W&M Chapters have Brothers graduating and remaining local in the area, encourage said Brothers to join alumni chapters, with the goal as a minimum, of attracting at least one (1) member from each chapter to join the H-NN Alumni Chapter of Kappa Alpha Psi Fraternity, Inc.

Reclamation Committee (Cont.)


• Improve upon our 7 Step Reclamation Process as follows:

o Potential Inactive Members: Identify Potential Inactive Members in Hampton Roads Area by contacting IHQ annually and obtaining the list of inactive members in our surrounding area.

o Publicity: All events throughout the year are considered potential “Reclamation Events.” Inactive members will be invited. Events will be publicized through various means such as: The Fraternity calendar, emailed notices of our monthly meeting and on our fraternity webpage. Publish names of reclaimed and new Brothers in chapter Newsletter, etc.

Reclamation Committee (Cont.)

• 2016-2017 Goals:

o Increase the number of reclaimed Brothers for the year to meet and/or exceed the annual number of reclaimed Brother recommended by International Headquarters/Province for a large chapter

o Establish and Implement two formal Annual Alumni Reclamation Events

o Develop and Distribute a survey that identifies potential reasons why inactive Brothers on the Peninsula are not joining the chapter

o Host the College to Alumni Transition Forum for the Greater Virginia Peninsula Area

o Work diligently with the Keeper of Records and the Keeper of Exchequer to identify potential reclamation candidates and reclaimed Brothers

o Conduct a monthly scrub of the membership roster with KOE/KOR to capture reclaimed brothers not on the inactive list and new to the area


• 2015-2016 Budget:

o Allocated Budget $ 400.00 Expended______218.00* Available_____$88.00

• 2016-2017 Budget:

• Projected Budget (Itemized):

Item Estimated Cost

• Reclamation Postcard plus stamps $ 180.00• College to Alumni Transition Brochure 70.00 • Refreshments 15.00• Sandwich Tray 20.00• Fruit Tray 20.00• Condiments 5.00• Folders 35.00• Packet Printing 55.00

Estimated Budget $ 400.00


*College to Alumni Transition Forum was not held this year

Reclamation CommitteeRationale for Maintaining Current Budget

Reclaimed Potentially Buys Potentially Sells 10Reclaimed Brother (x10)

Potentially Sells Brother 1 Ticket per Event Tickets per Event 10 Tickets per Event

Dues $220.00 $220.00 $220.00 $2,200.00

Thxsgiving Jam $15.00 $150.00 $1,500.00

Spring Jam $15.00 $150.00 $1,500.00

Day Party $25.00 $250.00 $2,500.00

Golf Tournmnt $90.00 $90.00 $900.00

Kasino Night $50.00 $500.00 $5,000.00 Total

Potential Gain $220.00 $415.00 $ 1,360.00 $ 13,600.00

Brothers reclaimed in the past six years:2015-2016 – 4 Brothers 2012 – 2013 - 5 Brothers 2014-2015 –11 Brothers 2011 – 2012 - 5 Brothers2013-2014 - 6 Brothers 2010 – 2011 - 11 BrothersAverage reclaimed Brothers over the past six years: 7 Brothers

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Member Services & Benefits

Member Services and Benefits Committee Chairman: Norris E. Lamb Co-Chair : James Swann Purpose: Coordinate and provide intangible benefits that members receive by

joining and supporting the Chapter. Functions: For all services, establish (1) that there is a member need for the service, (2) that the service is unique and available to members only, and (3) that funds are available to cover the administrative cost of the service. They will be supplemented by the Hospitality Committee and all Chapter members, as required. The expenses of this Committee will be included in the Chapter Budget and approved by the Board. Current Year 2015-2016 Accomplishments:

– Mailed bereavement cards and sent flowers to families of deceased or sick brothers.

– Sent Valentine cards to widows of brothers of the Hampton-Newport-News Chapter.

– Conducted successful tailgates at Hampton University

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2016-2017 Goals and Objectives:– Membership Services and Benefits:

• Compile, refine, and maintain a current list of widows of bereaved brothers of Hampton-Newport news Chapter. Further, in coordination with the Chapter Chaplain, ensure a house call is made, to include arrangements for repast (must budget for the repasts), to a widow upon the transition of a brother to the Chapter Invisible.

• Send condolences and get well wishes in the form of cards or flowers as needed.

• In coordination with the Keeper of Exchequer, present a $50 (fifty dollars) savings bond to each new born child born to a member and his spouse.

• Make a contribution of $50.00 gift to newlywed brothers.

• 2016-2017 budget = $1000

Members Services and Benefits

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112

Senior & 50 Yr. Brothers

Committee Chairman: Brother Tommy Selden Committee Co-Chair: Brother John Irby ThomasCore Committee members: Brothers Robert Ayers, Bill Baker, Clifton Collins, Irving Crudup, Leroy Gross, Charles Holden, Isaac Jones, Howard King, Norris Lamb, Joe Lewis, Augustus Owens, William Pinckney, William Revells,, Jimmie Williams, Jr., and Rev Sidney Williams. (All Senior Kappa/50-Year Brothers are members of this committee by authority of the Chapter bylaws.)• Purpose: To increase the involvement/participation of Senior Kappa/50-Year Brothers through

outreach and recognition activities, by planning and executing special programs. These are in coordination with the province Senior Kappa/50-Year Brothers Committee representative, and approval of the Chapter’s Board of Directors.

• Committee Functions: The basic function of this committee is to extend the Bond of Fraternity to reclaim those Senior Kappa/50-Year Brothers in the Greater Virginia Peninsula area who are inactive. Supportive functions include encouraging inactive Senior Kappa/50-Year Brothers to “Come back to Kappa”; seek and implement activities, such as Kappa Toys, that appeal to Brothers sixty years and older; and to discover ways and means to publicly recognize Senior Kappa/50-Year Brothers for Achievements through longevity.

• Current Year Accomplishments, 2015-2016:o Identified/Recognized Senior Brothers on Milestone Birthday (60, 65, 70, …).o Identified Brothers in need of a ride under our “Can You Give A Brother A Ride?” Program.o Provided more than 125 toys for Christmas to students at Magruder Primary School.

Senior Kappa/50-Year BrothersCommittee Report

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• Current Year Accomplishments, 2014-2015 (continued):

o Supported Guide Right Athletic Association Program by having at least one Senior Kappa Brother assist with concession stand operation at football games held at Gosnold Hope Park,.

o Supported Programs and Development Committee with purchase of tickets on behalf of Senior Kappas

o Planned and sponsored Senior Kappa Cookout that was held 14 May at the Boys and Girls club.

o Provided funds for $500 Senior Kappa Scholarship in support of Scholarship Committee program• Projected Activities for Fraternity Year 2016-2017:

o Continue and Enhance Milestone Birthday Recognitiono Continue and Enhance “Can You Give A Brother A Ride?” Programo Support the Guide Right Athletic Association Program by attending baseball, basketball, and

football games. Commit to a day of total support for the Kappa Concession operation at Gosnold Hope Park

o Continue to provide Kappa Toys-for-Tots to students at Magruder Primary School. (Partnering with the Salvation Army and the U.S. Marine Toys-for-Tots program, if possible). Develop and Coordinate Toys-for-Tots Initiative with Programs and Development Committee to

enhance/increase toy donation Concept of Execution

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• Projected Activities for Fraternity Year 2016-2017 (continued):o Plan to recognize at least one (1) new Senior Kappa with membership certificate. Present

certificates at chapter meetings.o Support Kasino Night by purchasing full page ado Support the Kappa Golf Tournament by providing logistical supporto Sponsor Senior Kappa/50-Year Brothers Recognition Program Day Cookout at Boys and Girls

Club during third weekend in May 2017 (May 20, 2015).o Raise funds for 2017 Senior Kappa $500 Scholarship in support of Scholarship Committee

• Expected Budget for FY 2016-2017: $850.00 o Senior Kappa/50-Year Brothers Cookout celebration day $750.00o Certificate Holders 60.00o Administrative Supplies (certificates, paper, etc.) 40.00

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116

Achievement & Awards, and Scholarships

Overview: Discussion Items:

Report:

Achievement & Awards Committee

Discussion Items Continued:

• Chairperson: Antoine Taylor• Co-Chair: Reginald Bowen• Scholarship Lead: Eric Hairston• Purpose:

Recognize the members of the H-NN Alumni Chapter of KAΨ for their accomplishments and services to the fraternity, profession, and community.

Award scholarships to deserving high school young men.

• Function: Seek local awards within the criteria of services performed by the chapter.

• Chapter Brother of the Year Award• Chapter / Fraternity Service• Chapter Community Service• Professional Service• Civilian of the Year

• Special Interest Item: Annual Scholarship Award Ceremony:

– To present Scholarships to High School Students in Late May of each year.

– Scholarship Program Chair will coordinate and orchestrate the event.

• Awards submission • Extension of submission date • Bi-Laws nominations• List of Scholarship Winners

• Province Awards – Chapter of the Year In Conclave

Year or non-Conclave Year – Chapter Awards recognized by

Province 117

Achievement & Awards CommitteeCriteria for the Herodotus D. Alston Kappa Brother of the Year Award

• Nominees must be a member of the H-NN Alumni Chapter• Nominees must be in good financial standings with:

• National • Provincial • Chapter (local)

• Nominees must have attended at least (70 %) of the monthly meetings and therefore contributed within those meetings.

• Nominees must have attended and therefore supported (70 %) of the fund-raisers for the fraternity year.

• Nominees must have contributed to the betterment of the chapter for the fraternity year.

• Nominees must have supported the Guide Right program with 24 hours of service and supported the Kappa League.

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Achievement & Awards CommitteeCriteria for the Herodotus D. Alston Kappa Brother of the Year Award

• Fraternity Involvement - (50 %) - Guide Right support, committee work, Kappa League, fund raising support, etc.

• Community Involvement - (30 %) - Social Actions, volunteer coaching, voter registration, volunteer teaching and mentoring, work with non-profit organizations, etc.

• Professional Accomplishment – (10%) - election/selection for distinguish leadership position, business success, military accomplishment/promotion, published work, etc.

• Awards and Honors (outside the Chapter) - (5%) - distinguished recognition from professional organization, non-profit organization, the military Services

• Education, Scholarship, and Professional Certification (5%) -Completion of Master’s Degree, Doctorate Degree, Professional Degree, distinguished Professional Certification, Senior military Service School, receiving a scholarship for advanced studies, etc. 119

Achievement & Awards CommitteeCriteria for Fraternity Service, Community Service and Professional Service Awards

• Fraternity Involvement - Guide Right support, committee work, Kappa League, fund raising support, etc.

• Community Involvement - Social Actions, volunteer coaching, voter registration, volunteer teaching and mentoring, work with non-profit organizations, etc.

• Professional Accomplishment – election/selection for distinguish leadership position, business success, military accomplishment/promotion, published work, etc.

• Civilian of the Year Award – Recognizes non – Chapter member for accomplishments in the community (Political, Community Service, Educational, Professional, Non – Profit, etc.)

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Achievement & Awards CommitteeCurrent Selection Committee

• Polemarch makes final selection of the Brother of the Year Award

• Seated Polemarch is not eligible for the Brother of the Year Award

• Selection (Voters) Committee:

– Awards and Achievement Committee Chair (and Vice Chair)

– 1st and 2nd Vice Polemarch

– One Past Brother of the Year Honoree

– Two Past Polemarchs

– One Chapter member under age 35

– One Chapter member – Senior Kappa

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Achievement & Awards CommitteeNomination Submission Dates

• Chapter – Current SOP dates awards submitted by 31 July:

recommend change to NLT 15 July.

• This provides approximately 25 – 30 days before presentation.

• Selection committee presents Polemarch with order of merit list

for the Herodotus D. Alston Brother of the Year Award

• Selection committee present Polemarch with nominations for the

other Chapter awards.

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Achievement & Awards CommitteeNomination Submission Dates

• Province Awards: Chapter of the Year (Presented in 2017)• Evaluation Criteria:

• The Achievement Year for consideration for awards will be the preceding fiscal year, (2015 – 2016 Fraternity Year).

• The Province Achievements and Awards Committee will use the Province Polemarch's Goals and Objectives (2015-2016)as a guide for the evaluation criteria - Guide Right, Social Action, National Headquarters Fund, Reclamation, and etc.

• Chapter size, its location and financial status included in the criteria. (H-NN large Chapter ≥ 61 members)

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Achievement & Awards CommitteeEastern Province Chapter of the Year Award Criteria

Presented in 2016 for 2014 – 2015 FY• Chapter Award (Alumni) – The William Thomas Carter Award –

based on Chapter size - presented to a first, second, and third place Chapter in each of the size categories - whose activities for the award year are most representative of the precepts of Kappa Alpha Psi:• Goals and Objectives • Budget • Guide Right Program • Undergraduate Sponsorship and Support• Extra meritorious service to the external civic community• Involvement in community leadership by one or more of

members• Chapter members hold appointive offices and/or elective

positions within the Province or at the Grand Chapter level• Based on alignment with the Province Polemarch’s Goals and

Objectives and additional criteria. 124

• Chapter Award (Alumni) – The William Thomas Carter Award1. Chapter’s management plan - State the goals and objectives of the

Chapter for the previous year and the results. (5 points)2. Discuss briefly the Chapter's budget: its development, source(s) of

funds, distribution of resources and relationship to goals stated above. (5 points)

3. Describe the Chapter's Guide Right Program. (40 points)4. Chapter’s level of involvement with programs or goals announced by

the Grand Chapter and Province Council. (10 points)5. Chapter’s involvement within the community, i.e, Political Action,

Social Action, Scholarship Support, Community Services and Charitable Contributions. (25 points)

6. Chapter’s reclamation and retention efforts. (10 points)7. Chapter members holding elective or appointed offices or committee

membership at the Province or National levels (5 points)

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Achievement & Awards CommitteeEastern Province 2015-2016 Awards

Scholarships ProgramScholarship Name Amount Individual

FundedChapter Funded Remarks

Robert B. Suber Sr. Memorial Scholarship$1000 $1000

Chapter needs to fund this scholarship

Hampton-Newport News Achievement Scholarship $1000 $1000



Lucius C. Wyatt Scholarship $1000 Wyatt $500 $500

Arthur M. Price, Jr. Scholarship $1000 Price $500 $500

Robert D. Ayers, Jr. Scholarship $1000 Ayers $1000 ---

Norris E. Lamb Scholarship $1000 Indiv Brothers $500 $500

Senior Kappa’s Scholarship $1000 Sr. Kappas$500 $500

Gregory Williams Scholarship $500 Williams $500 --- Renewable for four years

Frank J. Smith Endowed Scholarship $500 Smith $500 --- Renewable for four years

Total $10,000 $4,000 $6,000

Note: At the 2015 Retreat, the Chapter agreed to award a minimum of 10 scholarships annually126

Scholarship Sub-Committee• Committee Chairman: Eric D. Hairston• Committee Members: Markell Wilkins, Larry Dixon• Current Year 2015-2016 Accomplishments:Awarded eleven Kappa scholarships to deserving young men on the peninsula ($10,000) ($5000 individual contributions and $5000 chapter funded)• 2016-2017 Goals and Objectives:To awarded eleven Kappa scholarships to deserving young men on the peninsula ($10,000) ($4000 individual contributions and $6000 chapter funded) Note: Suberaccount went to (0) balance in 2016 and chapter has to fund this scholarship per decision at the 2015 retreat.• 2016-2017 Budget: (Amount should be included under the Foundation)

Six Scholarships (funded by the chapter through the Foundation) $6000.00 Printing, coping & postage cost $100.00 Food for committee meeting $100.00Total $6200.00 127

Scholarship Sub-Committee Con’t• Proposal: Annual Scholarship Award Ceremony• When: Late May• Where: No cost facility (Scholarship Lead will work location)• Why:

Ensure students are available to receive award Reduce the cost to the Black and White event by eliminating the requirement for

students and parents to attend. Provide better optics and better Marketing for the Scholarship Program Provides opportunities for donors and sponsors to attend and present awards This

should be captured in the local media. Notes:

The chapter should consider re-naming H-NN Achievement awards in the name of the large sponsors and donors and having sponsors and donors attend the event and present their scholarship. Criteria would be negotiated with sponsor/donor if they agree to develop long term partnership (pull is diversity). Foundation will do leg work in 2016-2017 with brief to the chapter BOD with execution in 2017-2018

The intent of this action is to develop partnerships and increase sponsorships/donations encourage long term support to these scholarships. 128

Consider combining with Senior Sign-in Day

129

Internal Audit

Internal Audit Committee

130

• Committee Members: Henry Hill (Chairman); Dwayne Blake (Co-Chair)• Mission: A monthly formal examination of the financial books and records of the component

association to determine their accuracy and completeness, to detect and recommend correction of errors, and to assure the board and membership that the records are correct.

• Purpose: Adequate explanation of expenditures is confirmed so that it can be understood by anyone looking through the records.

• Frequency: Internal Audits on financial records will be conducted monthly.• What does an internal audit involve? An audit should involve following all financial

transactions through the records to be sure that receipts/bills have been properly accounted for and expenditures made as authorized by the Board of Directors and in conformity with the bylaws, policies and procedures, and budget limitations. Adequate explanation of expenditures is confirmed so that it can be understood by anyone looking through the records.

• What is needed to do an internal audit? All of the financial records shall be provided by the exchequer for the audit, including the checkbook register, bank statements, canceled checks, deposit slips, treasurer’s reports, expense vouchers/warrants with bills/receipts, the annual report, etc

• Year 2015-2016 Accomplishment: No discrepancies were noted.• 2016-2017 Objective: To have no discrepancies.• Budget Allocation $0 Amount Expended $0

Bylaws

131

• Committee chair: Jimmie “Chip” Williams• Co-Chair: Khalid Ali• Committee members: Gus Owens, Reginald Stanley, Will Bing

• Purpose: To support of the Polemarch’s vision for the Chapter to develop and maintain the Chapter bylaws that shall govern the conduct and management of Chapter business throughout the Fraternity year.

• Functions: This committee is responsible for reviewing and maintaining the governing documents for the Chapter, and recommending proposed changes when necessary. Ensure bylaws are consistent with (i) The Constitution of Kappa Alpha Psi Fraternity, Inc.; (ii) the Statutes of Kappa Alpha Psi Fraternity, Inc; (iii) the Ritual of Kappa Alpha Psi Fraternity, Inc, (iv) The Chapter Strategic Plan; (v) the Chapter Standing Operating Procedures; and (vi) such other regulations as may be established by the Grand Board of Directors of Kappa Alpha Psi Fraternity, Inc.

Bylaws Committee

Bylaws Committee

2015-2016 Accomplishments:

o Ensured the bylaws reflected the current operating structure and functions within the Chapter.o Educated the Chapter (Board and members) on the Chapter bylaws and their intent and

meanings.

o Ensured revised bylaws were complete and on the Chapter website on time.


o Ensure accuracy and currency in Chapter bylaws.o Review, accept, and process bylaws changes IAW Article VIII of the Chapter bylaws.o Provide clarity on bylaws issues and to educate the Chapter on the bylaws intent and meanings.o Ensure revised bylaws are complete and on the Chapter website NLT December 2016.o Provide representation on the Eastern Province Bylaws committee.

2016-2017 Budget:o Estimated Budget: $0.00

Bylaws Update Suggestions from Chapter Committees or Members

1.) Term limits for the 4 Board of Directors (BOD) members. (Nominations Committee)

Issue: Committee discussed the possibility of changing the bylaws to have term limits of four years on the BOD. The terms are based on a moving up and out over a four year period.

Methodology: Terms are based on a moving up/out over a four year period. Member #1 is elected for his first year. The second year he moves up as the two-year member, a new Brother comes on as the first year member, each existing member moves up and the senior member (one that has served a four year term) comes off. You will always have senior experienced members, but it brings a new member on for his 4-year term. The immediate past Polemarch will all ways be a BOD member and come on when he leaves the Polemarch position. If a member choses to come off the board or can’t continue to serve, a new member would need to be elected

Rationale:- Allows for more members to have an opportunity to serve.- Keeps a fresh point of view coming on the board.- Keeps a member from camping on the board for more than four terms.

Bylaws Update Suggestions from Chapter Committees or Members

2.) Combine Social Actions and Outreach into a single committee. (Bro Holden)

Rationale: Per earlier discussion it was agreed by both committee chairs and the BOD that these two committees be combined. Outreach Committee Chair will combine the two mission statements for the Bylaws.

3.) Add Membership Development Committee to the bylaws as a standing committee. (Bro Holden)

Rationale: This is a very important committee and should be added to the bylaws as a standing committee.

4.) Finance Committee wording should reflect that the KOE and Assistant KOE will not serve on the Finance Committee. (Bro Holden)

Rationale: This change will eliminate the possibility of a conflict of interest.

Change: Keeper of the Exchequer. Shall receive, deposit, disburse, and account for all monies or funds paid into the Chapter. He shall be responsible for issuance of monthly income and expense statements of the Chapter. He shall maintain such books using generally accepted accounting principles and make such reports as are required by the Constitution and Statutes, the Grand Chapter or the Chapter Bylaws. He shall serve as Chairman of the Finance Committee. He shall ensure the conduct of an external audit every two years on the even year. The Keeper of the Exchequer, in keeping with Grand Chapter requirements, will be a bonded position

136

Calendar of Events Development

KORTo be added once finalized and approved by the chapter

Back Up Slide

137

138

Finance Summary Past Year - 2015-2016

Committee Chairman: Brother Gerald Bell (KOE)Committee Members: Brothers: Aaron Giles (AKOE), and Auditor - TBD

1. Purpose: To provide summary information concerning the Finance actions for FY 15-16.

2. Committee Functions: The finance committee shall process and handle the receipt of all income and payment of all expenses of the Chapter.

3. Mission: The mission of the finance committee is to provide consistent application of conduct and proper internal controls to ensure prudent use of the chapter assets, as the duties described in the bylaws are performed. All income and funds dispersed by Hampton-Newport News (VA) Alumni Chapter will comply with the guidelines of the Internal Revenue Service codes for a 501(c-3) tax-exempt organization.

Finance Committee

4. Current Year 2015-2016 Accomplishments:

a. The annual budget was adopted by the chapter on October 6, 2015. The budget structure is broken into three categories the Dues & General Operating Expenses, Fund-Raising Activities & Contributions, and Fenced Funds.

b. Completed an internal audit for this FY. All accounts balanced, but need to improve the administration practices (receipt submissions, executing & tracking monthly internal audits, and obtain voucher’s signatures from Polemarch and KOR for processing repayment actions).

c. No updates made to the KOE SOP. (latest update submitted on 22 October 2011 to the LRPC for the Chapter’s SOP document). Plan to update during FY 14-15.

Finance Committee

4. Current Year 2015-2016 Accomplishments (cont):

d. Dues & General Operating Expenses for FY: Dues & General Operating Expenses for FY 15-16: The Dues were maintained at the same level as the previous year to support committee requirements with the addition of the endowment fee which was added to the FY 15-16 budget. . The operating budget was based on 97 brothers (Life/Non-Life) paying $220.00 and 35 Brothers (Retired Life/Retired non-Life) paying $160.00 for local Chapter dues to meet the approved budget of $26,940.00. The Chapter only collected $21,691.00 (81%) of the approved budget amount. We exceeded our collection rate for Retired Life/Retired non-Life 51 Brothers, but fell short for Life/Non-Life only collecting from 71 Brothers. The reduction in collected dues required an adjustment in funding allocations for five of the approved accounts. A total of 18 Brothers that were financial the previous year were not financial this year. However, we were still able to meet funding requirements for FY15-16.

Category Total Remarks1= LM/SM/PLM 02 = LM/SM 36 Includes partial payment for KOE & KOR & 2 prorated payment

3 = NL (ADP) 34 Includes 2 prorated payment

4 = RET LM & PLM 35 = RET LM 34 Includes 1 prorated payment

6 = RET (ADP) 137 = NL/PLM

8 = RCG (2)

9 = Deployment 110 = RET LM/NPLM 1

Total 122

Finance Committee

4. Current Year 2015-2016 Accomplishments (cont)A. Dues & General Operating ExpensesLine Items Budget Amt Adjusted Amt Revenue Expenses Balance

1. Dues $26,940.00 $21,691.002. Housing# $1,000.00 $700.00 $489.00 $211.003. Hospitatlity# $6,350.00 $5,080.00 $5,080.00 $0.004. Grand Chapter* $1,750.00 $1,750.00 $0.00 $1,750.005. Province Council* $1,500.00 $1,500.00 $1,148.86 $351.146. Admin Expenses# $250.00 $210.00 $209.90 $0.107. Public Relations $2,400.00 $1,600.00 $1,576.00 $24.008. CRWLC* $1,750.00 $1,800.00 $1,800.00 $0.009. Member Svcs & Benefits $3,400.00 $1,600.00 $676.00 $1,530.80 $69.2010. Pan Hellenic $250.00 $220.00 $220.00 $0.0011. MTA $300.00 $240.00 $234.21 $5.7912. Acheivement and Awards $400.00 $500.00 $0.00 $500.0013. Grand Chapter Insurance* $815.00 $815.00 $815.00 $0.0014. Kappa Foundation* $100.00 $100.00 $100.00 $0.0015. Polemarch* $1,200.00 $1,200.00 $414.66 $785.3416. Contingency Funds# $325.00 $300.00 $85.00 $215.0017. UnderGrad Assitance Fund* $1,800.00 $1,800.00 $1,512.44 $287.5618. Historian $300.00 $200.00 $49.25 $150.7519. Development & Polemarch* $500.00 $326.00 $219.20 $106.8020. Senior Kappa Recognition $750.00 $750.00 $700.00 $50.0021. Reclamation $400.00 $300.00 $217.51 $82.4922. Fellowship/Recreation# $800.00 $400.00 $0.00 $400.0023. Outreach Program# $600.00 $300.00 $211.20 $88.80

Total $26,940.00 $21,691.00 $676.00 $16,613.03 $5,077.97*denotes fixed accounts beyond 81%

Finance Committee

4. Current Year 2015-2016 Accomplishments (cont)24. After Work Party (AWP) -$ -$ -$ -$

25. Thanksgiving Jam (TKGJ) 2,000.00$ 2,836.03$ 3,000.00$ 163.97$ X'mas Baskets & GR

26. Ladies In Red Jam (LIR) -$ -$ -$ -$ 27. Spring Jam (SJ) 1,850.00$ 2,397.97$ 4,475.00$ 2,077.03$ NTC:$195.0028. Kasino Night (KN) 22,500.00$ 21,760.75$ 30,536.00$ 8,775.25$ NTC;$4,220.0029. Day Party (DP) 5,500.00$ 3,300.00$ 3,690.00$ 390.00$ NTC:$1,820.0030. Souvenir Booklet (SB) -$ -$ -$ -$ Did not Execute31 Triple Play Raffle (TPR) 3,440.00$ 3,344.00$ 10,040.00$ 6,696.00$ NTC: $2,370.0032. Golf Tourney (GT) 6,000.00$ 6,037.57$ 10,385.00$ 4,262.43$ AF:$4,080.00 PP 33. Kappa Week (KW) 500.00$ -$ -$ -$ Year End Funding34. Social Actions (SA) 1,000.00$ -$ -$ -$ Year End Funding35. Guide Right (GR) 6,750.00$ -$ -$ -$ Year End Funding36. Holiday Baskets (HB) 1,700.00$ -$ -$ -$ Year End Funding37. Achievement Foundation (AF) 8,500.00$ -$ -$ -$ Year End Funding38. Misc. Contributions 700.00$ -$ -$ -$ Year End Funding39. Black & White Formal (BW) 10,000.00$ 3,319.00$ -$ -$ 13-Aug-1640. MTA Cluster (MTA) 480.00$ 460.00$ 460.00$ -$ NTC: $20.0041 Pan Hellenic Banquet (PHB) 400.00$ 400.00$ 400.00$ -$ 17 Participated 42. VA-Founder's Day (VAFD) 4,330.00$ -$ -$ -$ Event Cancelled43. Super Bowl Party (SBP) 540.00$ 466.00$ 480.00$ 14.00$ 26 Participated44. Valentine Day Social (VDS) 4,900.00$ 4,979.03$ (3,360.00)$ (1,619.03)$ 40 Couples = TPR 45. Polo Shirts (PS) -$ -$ -$ -$ 46. 100 Black Men Gala (BMG) -$ -$ -$ -$ 47. Conclave -$ -$ -$ -$ 48. Sr Kappa Event (SKE) -$ -$ -$ -$ 49. Norfolk History Program (NHP -$ -$ -$ -$ 50. Boys & Girls Cllub Gala -$ -$ -$ -$ 51. Easter Province PCPC -$ -$ -$ -$ 52. Silhouette Xmas Party 1,320.00$ 1,320.00$ 1,200.00$ -$ NTC: $120.00

Sub-Totals: 82,410.00$ 50,620.35$ 61,306.00$ 20,759.65$

TOTALS: 82,410.00$ 50,620.35$ 61,306.00$ 20,759.65$

Finance Committee

4. Current Year 2015-2016 Accomplishments (cont)

Fenced Funds: Line Items Amount Notes1. 50-50 Raff le Account 1,627.42$ Collections from Fy 15-162. Housing Fund 65.15$ Games purchses during FY 15-16. year-end funding goal is $1,000.00 for Fy 16-173. Conclave "15" -$ Year-end funding goal is $1,750.004. St Jude/HH -$ Possible year-end allocation to St Jude or HH in the amount of $1,000.00 for FY 16-175. Senior Kappa Pins 875.00$ Amount sold to date6. Silhouette Support -$ No funding projected for FY 15-16 or 16-177. Social Actions 1,000.00$ Remaining amount from FY15-16 funding request8. Piney Woods 83.13$ Donation made to the School during Fy 15-16 9$1,300.00)9$9. Ach Foundation (FY 14-15) -$ Obligations met for Fy 15-1610. PDC Committee 2,396.22$ Revenue from SJ & KN supporting B&W expenses11. Public Relations -$ Year-end funding for conclave ad in the amount of $1,000.0012. Piney Woods "13" -$ Donation made to the School during Fy 15-16 9$1,300.00)9$13. Polemarhc Account -$ Year end funding of $300.00 14. Fellow ship -$ Golf Tourney Support in Sep-Yar End funding in the amount of $400.0015. K-14 -$ Final payment (dues) made in FY 15-1616. Tailgate 561.59$ Donation amount collected during Fy 15-16. tailgate real estate and parking spaces purchsed for FY 16-1717. Ach Foundation (FY 15-16) -$ Obligation completed for this FY 15-17. Full allocation for FY 16-17 will be funded in Oct18. Triple Play Raff le 4,326.00$ Proceeds for TPR, still NTC:$2,370.0019. K-16 9,093.09$ Remaining amount from intake fees20. Golf Tourney 4,262.43$ Proceeds from Golf Tourney remaining amount is in the AF

Total 24,290.03$

Finance Committee

5. Audit Results: Internal audits/reviews are conducted monthly by the KOE & AKOE and results provided at the BOD sessions. An external is planned for this FY 16-17 to prepare the books for changeover next June. The Finance committee is working to identify an auditor and bonding coverage for the upcoming FY. It’s the goal to provide recommendation NLT then the budget review period to obtain chapter’s approval.

6. Comments: The Exchequer is still working account(s) and report actions with Brother Aaron Giles. Several requirements to include an external audit (conducted during the FY 15-16 summer periods), reconciliations, account management and procedures will be completed after the off-site session. It is still our intent to change our current account from a personal account to a business account, obtain a credit card, received a higher annual percentage yield for fenced funds and obtain an electronic card reader for processing electronic payment. For FY 16-17, monthly reports will be provided to the Audit Committee for review and approval. These reports are intended to ensure that the required spending regulations are being adhered to, and to make any adjustments in regular payments to account for budget shortfalls or other financial requirements. The Audit and Finance committees will conduct monthly internal audit to verify compliance. All reports are available as standard reports using the Micro-soft office suite, but we will converting our reports to Quick Books accounting system for this FY 16-17 to be in compliance with the Eastern Province’s guidance. The committee is open to the membership of the chapter and support is always needed to meet the execution requirements of this activity for the FY 15-16. It is planned that change over of the Exchequer to Brother A. Giles, will take place during the FY 16-17 cycle. Work is needed to ensure that the AKOE is familiar with the current processes and procedures associated with this office.

Finance Committee

6. FY 2016-2017-Goals and Objectives:a. Develop the chapter budget supporting the operations of the Hampton-Newport News Alumni (VA) Chapter.b. Maintain accountability of the Chapter income, expenses, receipts and other financial records such as dues, deposit slips, ticket sales, and donations for all expenditures of the Chapter.c. Provide summarize income and expenditure report at the BOD and Chapter meetings.d. Conduct the monthly audit review.e. Complete and file the Chapter Tax returns as required. f. Meet all payment suspenses.g. Obtain a chapter credit card, credit card processing app, and updated accounting software to assist in maintaining electronic accountability of our acconts.h. Continue work transition plans with Brother A. Giles.i. Conduct an external audit for FY 16-17 for change over of financial books and records

7. 2016-2017 Budget: Contingency Fund - $400.00 (same as last year)

Finance Committee

FY 16-17 Budget Recommendation

For Chapter’s Approval 10 Sep 2016

Brothers G. Bell, KOE and A. Giles, AKOE

Budget Plan

Purpose: To provide the budget recommendations for FY 16 -17 to the membership of the Hampton-Newport News (VA) Alumni Chapter.

Budget Development Guidance

Maintain current cost for Chapter membership.

Use 51 as the planning factor for Retired Brothers (life/non-life). This total is based off FY 15-16 total for this category.

Use 87 as the planning factor for Brothers paying full amount of local dues (life and non-life). Decreased by 10 from FY 15-16 planning. Requires the Chapter to reclaim 7 new members to meet planning for the FY 16-17 funding requirements.

Maintained same funding categories (Dues & General Operating Expenses, Fund Raising Activities & Contributions and Fenced fund). Increase funding of Grand Chapter Delegates and CRWLC/Officers Workshop (OWS).

– Apply equal cuts across funding lines.

Funding Recommendations from Retreat FY 16-17

Increase funding of $250.00 to our Grand Chapter Delegates. Raising current total of $1,500.00 each (2 Delegates) to $1,750.00. This increase will support projected cost increases to upcoming Conclaves’ sites. Lodging expenses will still be based on double occupancy.

Continue to add to fence fund account FY 15-16’s tailgate donations of $1,100.00 (FY 17’s dirt cost).

Maintain the endowment fee of $50.00 to the Chapter’s dues payment amount and from fundraising events ($5K). Goal is to increase our endowed scholarship account . Chapter Fundraising will contribute $7K to meet the funding goal of $150k in twelve years. This option was approved by the Chapter at the Sep 2015 meeting.

Conduct external audit and complete transferring financial data to the Quick book software program.

Establish working links with internal audit committee.

Budget Recommendations

Recommended Dues collection amount for FY 16-17 (based on $220.00 x 87 [full paying members] = $19,140.00 and $160.00 x 51 [retired members] = $8,160’00 = $27,300.00

Add $50.00 to the total dues amount for our Foundation’s endowment fee.

Complete insurance and foundation payments by EOM Sep 16.

Maintain a four month dues payment plan (Sep thru Dec) for FY 16-17

Proposed Budget for FY 16-17Dues & General Operating Expenses

Planning/Proposed Budget FY 16-17A. Dues & General Operating Expenses: FY 16-17 FY 16-17 FY 16-17Line Item FY15-16 ® Proposed Planning Recom Notes1. Dues 26,940.00$ 27,300.00$ Reclaim 7 Brothers to meet funding goal2. Housing 1,000.00$ 1,000.00$ 1,000.00$ 1,000.00$ Same as last year3. Hosting 6,350.00$ 6,350.00$ 6,350.00$ 6,400.00$ Same as last year4. Grand Chapter Meeting 1,750.00$ 1,750.00$ 1,750.00$ 1,750.00$ Same as last year5. Province Council 1,500.00$ 1,500.00$ 1,500.00$ 1,500.00$ Same as last year6. Administrative Expenses 250.00$ 250.00$ 250.00$ 250.00$ Same as last year7. Public Relations 2,400.00$ 3,100.00$ 2,500.00$ 2,560.00$ Reduced by $460.008. CRWLC 1,750.00$ 1,500.00$ 1,500.00$ 1,500.00$ Same as last year9. Members Svc/Soc Act 3,400.00$ 1,000.00$ 1,000.00$ 1,000.00$ Same as last year10. Pan Hellenic 250.00$ 225.00$ 225.00$ 225.00$ Meets Planning requirements 11. MTA 300.00$ 300.00$ 300.00$ 300.00$ Same as last year12. Achievement & Awards 400.00$ 400.00$ 400.00$ 400.00$ Same as last year13. Grand Chapter Ins. 815.00$ 815.00$ 815.00$ 815.00$ Same as last year14. Kappa Foundation 100.00$ 100.00$ 100.00$ 100.00$ Same as last year15. Polemarch 1,200.00$ 1,200.00$ 1,200.00$ 1,200.00$ Same as last year16. Contingency Funds 325.00$ 350.00$ 350.00$ 350.00$ Meets current planning requirements17. Under Grad Asst Fund 1,800.00$ 2,000.00$ 2,000.00$ 2,000.00$ Meets Planning requirements 18. Historian 300.00$ 350.00$ 350.00$ 350.00$ Meets current requirements19. Development & Programs 500.00$ 500.00$ 500.00$ 500.00$ Same as last year20. Senior Kappa Recognition 750.00$ 850.00$ 850.00$ 850.00$ Meets Planning requirements 21. Reclamation 400.00$ 400.00$ 400.00$ 400.00$ Same as last year22. Fellowship/Recreation 800.00$ 4,825.00$ 3,500.00$ 3,500.00$ Same as last year23. Outreach 600.00$ 350.00$ 350.00$ 350.00$ Same as last year

Sub-Totals: $26,940.00

TOTALS: $26,940.00 29,115.00$ $27,190.00 $27,300.00

Proposed Budget is based on 87 brothers (Life / Non-Life) paying $220 and 51 brothers (Retired Life / Retired Non-Life) paying $160 Local Chapter dues.

$220.00 $160.0087 51

$19,140.00 $8,160.00 $27,300.00

Proposed Budget for FY 16-17 Fundraising Schedule (Bolded Items)

B. Fund Raising Activities & Contributions:Line Item Amt Budgeted Expenses Revenue Profit/(Loss) Remarks24. After Work Party (AWP) -$ -$ -$ 25. Thanksgiving Jam (TKGJ) 1,850.00$ 1,850.00$ 2,850.00$ 1,000.00$ Based on selling 190 tickets26. Ladies In Red Jam (LIR) -$ 27. Spring Jam (SJ) 1,850.00$ 1,850.00$ 2,850.00$ 1,000.00$ Based on selling 190 tickets28. Kasino Night (KN) 24,500.00$ 24,500.00$ 34,500.00$ 10,000.00$ Based on tickets sells (650)/Dons ($3K)28. Day Party (DP) 5,500.00$ 5,000.00$ 5,500.00$ 500.00$ Based on FY 15-16 numbers29. Souvenir Booklet (SB) 3,500.00$ 3,000.00$ 7,000.00$ 4,000.00$ Based on Ad sales31. Triple Play Raffle Tickets (TPR) 3,350.00$ 3,350.00$ 15,000.00$ 11,650.00$ Based on ticket sells (3,000)-Off set $32. Kappas @ Kiskiack Golf Tourney 6,300.00$ 6,300.00$ 14,000.00$ 7,700.00$ 33. Kappa Week (KW) (500.00)$ Day Party Funding-KW Church Donation34. Social Actions (SA) (800.00)$ SJ Funding35. Guide Right (GR) (6,750.00)$ TPR36. Holiday Baskets (HB) (1,800.00)$ TKGJ & TPR37. Achievement Foundation (AF) (10,000.00)$ Increased to meet Endowment requirement38. Misc. Contributions -$ 39. Black & White Formal (BW) 10,000.00$ 10,000.00$ 10,000.00$ -$ Possible off-set funding - TPR "16"40. MTA Cluster (MTA) -$ 41. Pan Hellenic Banquet (PHB) 400.00$ 400.00$ 400.00$ -$ Based on FY15-16 cost factors42. National Founder's Day (NFD) 4,500.00$ 43. Super Bowl Party (SBP) 450.00$ 450.00$ 450.00$ -$ Based on FY15-16 cost factors44. Valentine Day Social (VDS) 4,500.00$ 4,500.00$ 4,500.00$ -$ Possible off-set funding - TPR "16"45. Polo Shirts (PS) -$ 46. 100 Black Men Gala (BMG) -$ 47. Conclave -$ 48. Sr Kappa Event (SKE) -$ 49. Norfolk History Program (NHP) -$ 50. Bil ly Taylor Concert -$ 51. H-NN Founder's Day Pogram -$ 52. Silhouettee's Christmas Party 1,320.00$ 1,320.00$ 1,320.00$ -$ Based on FY15-16 cost factors

Sub-Totals: 48,170.00$ 62,520.00$ 98,370.00$ 35,850.00$

TOTALS: 48,170.00$ 62,520.00$ 98,370.00$ 35,850.00$

Proposed Budget for FY 16-17 Fenced Funds

Fenced Funds: Possible transition to new checking account and saving accounts once coordination (program requirements) is completed with the Bank and updated signature cards for the new account. This change will allow the chapter to obtain credit cards (3-Polemarch, Hosting and KOE) and electronic processing app for credit transactions.

Fenced Funds: Line Items Amount Notes1. 50-50 Raffle Account 1,627.42$ 2. Housing Fund 65.15$ FY 15-16 year end fund to make $1,000.003. Conclave "17" 1,750.00$ FY16-17 Year-End Funding-$1,7504. St Jude/HH -$ Possible funding action based on EP Polemarch request ($2,000.00 donation)5. Senior Kappa Pins 875.00$ 6. Silhouette Support -$ FY15-16 Year-End Funding - $500.007. Social Actions 1,000.00$ Carry Over from FY 15-168. Piney Woods (FY15-16) 83.13$ Carry Over from FY 15-169. Ach Foundation 15,000.00$ FY 15-16 Year end funding10. PDC Committee 3,500.00$ FY 15-16 Year end funding 11. Public Relations FY 15-16 Year end funding $600.0012. Piney Woods "13" -$ Close this account-donation made in May 1613. Polemarch Account -$ FY 15-16 year end fund to make $300.0014. Fellowship-FY14-15 -$ Close this account-donation made in May 1615. K-16 8,293.00$ 16. Tailgate FY 16-17 201.59$ FY 16-17 Revenue from Tailgate donations18. Triple Play Raffle19. Golf Tourney

Total 32,395.29$

Grnd. Chp. Province Local Endowment TOTALDues Dues Dues

LM / SLM & PLM -$ -$ 220.00$ 50.00$ 270.00$ LM / SLM -$ 50.00$ 220.00$ 50.00$ 320.00$ NL (ADP) 150.00$ 50.00$ 220.00$ 50.00$ 470.00$ RET LM & PLM -$ -$ 160.00$ 50.00$ 210.00$ RET LM -$ 50.00$ 160.00$ 50.00$ 260.00$ RET NL (ADP) 150.00$ 50.00$ 160.00$ 50.00$ 410.00$ RCG 150.00$ 50.00$ -$ 50.00$ 250.00$

INSTALLMENT PAYMENT PLAN (BY MEMBER TYPE):

Grnd. Chp. Prov/Local Grnd. Chp. Prov/Local Grnd. Chp. Local Grnd. Chp. Prov/Local EndowmentDues Dues Dues Dues Dues Dues Dues Dues TOTAL

LM / SLM & PLM 60.00$ 60.00$ 60.00$ 40.00$ 50.00$ 270.00$

LM / SLM 70.00$ 70.00$ 70.00$ 60.00$ 50.00$ 320.00$

NL (ADP) 50.00$ 70.00$ $50.00 $70.00 50.00$ $65.00 $65.00 50.00$ 470.00$

RET LM & PLM 40.00$ 40.00$ 40.00$ 40.00$ 50.00$ 210.00$

RET LM 60.00$ 50.00$ 50.00$ 50.00$ 50.00$ 260.00$

RET NL (ADP) 60.00$ 50.00$ 50.00$ 50.00$ 50.00$ 50.00$ 50.00$ 50.00$ 410.00$

RCG 50.00$ 50.00$ 50.00$ 50.00$ 50.00$ 250.00$

KEY:LM = Life Member RET L = Retired Life MemberSLM = Subscribing Life Member RET NL (ADP) = Retired Non-Life Member (Annual Dues Paying)PLM = Province Life Member RCG = Recent College GraduateNL (ADP) = Non-Life Member (Annual Dues Paying) DEP = Deployment dues not assessScholarship: Endownment Funding

3-Dec-164th INSTALLMENT1ST INSTALLMENT 3RD INSTALLMENT2ND INSTALLMENT

10-Sep-16 1-Oct-16 5-Nov-16

Dues Schedule for FY 16-17 (includes increased Endowment fee)

Financial Notes

Notes: New members joining the Chapter after December 31st, will pay Grand Chapter & Province DUES IN FULL. Local Chapter Dues will be prorated on a MONTHLY basis starting in the month of January for New Members only.

Non-Life Members need to provide their Grand Chapter Dues status to the Keeper of Exchequer (KOE) and payment submission. The member can submit payment or he can request that the KOE submit his payment to the Grand Chapter. The KOE will submit all Province Dues.

Your membership ID Number is required to obtain membership information from Grand Chapter. Fraternity's dues and fees are:.

Undergraduate Dues - $75.00

Alumni Dues - $150.00

Reinstatement Fee - $5.00 (1-3 years inactive)

Reinstatement Fee - $10.00 (4 or more years inactive)

One Time Housing Assessment - $100.00 (This assessment is required if you were initiated into the Fraternity (prior to 1990)

Subscribing Life Membership Program - $3,000 - $750.00 Initial Payment

Life Membership Program - $2,500.00 Lump Sum

Fees for FY 2016-17Date/Deadline Cost Remarks

Chapter & Endowment December 31st $50.00 (Endowment) See Dues Chart for Chapter’s Dues

Pan-Hellenic Banquet November 12th $35.00 Chapter Assessment event (see chapter’s plan)

CRWLC/Officers’ Workshop November 11-13 $50.00 (select members) Chapter Funding (Registration & Lodging)

Thanksgiving Jam/Pre HolidayJam

November 19th $20.00 Brothers are asked to sell 10 tickets ($200.00)

Triple Play Raffle November 19th

(1st Drawing)$5.00 per chance Goal is to get 100 Brothers to sell 30

Raffle Tickets ($150.00)

National Founders Day (Location: TBD)

January 6-8, 2017 $100.00 See Chapter Plan

Virginia Area Founders Day(Location: TBA)

January 21, 2017 $75.00(Early registration – Dec 15)

See Chapter Plan. Lodging is $99.00 at Courtyard Marriott

Super Bowl PartyEmbassy Suites & Hotel

February 5, 2017 BYOB & $20.00 per See Chapter Plan

Valentine Day Social Embassy Suites & Hotel

February 11 ,2017 $85.00 per couple Roster will be presented at the Nov, Dec, and Jan meetings

MTA - 2017 TBD $50.00 Registration Fee

158

Fees for FY 2016-17Date/Deadline Cost Remarks

Spring Jam March 31, 2017 $20.00 Brothers are asked to sell 10 tickets ($200.00)

Triple Play Raffle March 31, 2017 (2nd Drawing)

$5.00 per chance Goal is to get 100 Brothers to sell 30 Raffle Tickets ($150.00)

Province Council TBA 295.00 (FY 15-16 cost)

Early registration for Chapter Delegates

Scholarship Awards Banquet

May-TBD Chapter Funded May be coordinated w/Guide Right signing day event?

Kasino Night June 3, 2017 $50.00 Brothers are asked to sell 10 tickets ($500.00)

Kappas @ Kiskiack June 17, 2017 $90.00-$100.00 See Chapter Plan

Day Party June 24, 2017 $20.00 Brothers are asked to sell 10 tickets ($200.00)

Triple Play Raffle June 24,201&(Final Drawing)

$5.00 per chance 100 Brothers sell 30 Raffle Tickets ($150.00)

Conclave “2017” July 2017 TBA Chapter will fund two delegates and provide an ad in support of 2017 Conclave

Black & White Ball August 2018 $90.00 (per couple)

Our Biennial formal event possible offset to cost for financial members. Will recognized supporters from the past two years

Total amount not including dues and tickets sales = $950.00Total amount including ticket sales = $2,200.00 (not including dues cost)

Budget Execution Plan

1. Request members review the proposed budget for meeting activity support requirements.

2. Changes must be submitted by 1 Sep 16 for resolution.

3. Approval vote will be taken at the Sep’s monthly meeting. If you are not able to attend this meeting please provide your vote via email or mailing NLT 1 Sep 16 (prior to the Sep’s meeting).

4. Approved budget will go in effect on 1 Oct 16.

5. Current recommended budget plan does not include increase in local dues, but does include the endowment fee ($50.00, same as last year).

6. Brothers can begin payment of dues for FY 16-17 at the Sep’s meeting.

7. Payments to IHQ Chapter Insurance ($815.00) and Foundation Donation-($100.00) payments are due on 30 Sep 16.

Retreat Key Points

1. Guide Right : Need manpower support for concession stands and Guide Right Program. The 8 hrs of community service is requested from each member. The first concession of the football season begins on 13 Aug 16.

2. PDC Fundraising Plan:a. A total of 5 fundraising events planned for FY 16-17b. Ticket sales and support has dropped the last four years for all events. So

support is needed to meet increased funding requirements. Sale what you can.c. Conduct the Triple Play Raffle which provided revenue from the shortfalls from

ticket sales and support. Goal: is to have 90% of the ticket goal sold by the first drawing (Thanksgiving / Holiday Event).

3. Obtain electronic credit card reader and change current bank account to business account to support FY 16-17 funding and paying requirements.

4. Increase fellowship opportunities for the membership.

5. Increased chapter participation and support is needed to make the FY 16-17 plan a successful one as we prepare for a Conclave year.

161

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Strategic Plan Appendix E - Kappa Alpha...

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