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Strategic Plan2013-2018

1 October 2013

1. Purpose, Scope: a. Purpose: To provide a road map to lead the Hampton-Newport News (H-NN) (VA) Alumni Chapter of Kappa Alpha Psi Fraternity, Incorporated [herein after referred to as the Chapter] from where it is now, to where it desires to be in the next five years; how the chapter will get there and how it will determine if goals and objectives are achieved.

b. Scope: This strategic plan:(1) Establishes realistic and measurable goals and objectives that provide guidance,

focus and priorities for decision making for allocation of chapter efforts and resources consistent with the chapter’s mission and capacity for implementation.

(2) Communicates those goals and objectives to the chapter’s membership.(3) Establishes a bridge between chapter objectives and the objectives of Kappa Alpha

Psi, Fraternity, Inc. as well as incorporates the mandates of the Eastern Province of Kappa Alpha Psi Fraternity, Inc.

(4) Serves as a flexible guide for the near and long term implementation of chapter programs and activities; integrates and builds continuity between chapter programs and the Achievement Foundation supported programs and activities; and provides evaluation and measurement criteria as to how to measure the effectiveness of these programs in order that adjustments can be made when and where necessary.

(5) Reflects the desires and needs of the chapter's membership and outlines efficient and effective ways and means for meeting these desires and needs.

(6) Reflects community service commitments in support of the H-NN (VA) Kappa Alpha Psi Achievement Foundation.

2. Organization: The Chapter: The fundamental purpose of the chapter is Achievement. The Chapter

was chartered as an alumni chapter by the Grand Chapter of Kappa Alpha Psi, Fraternity, Inc on August 4, 1945. Geographic domain of the Chapter includes: Hampton, Newport News, Williamsburg, Yorktown, James City County, Poquoson and Gloucester. Chapter membership is not limited to Brothers from these areas. The Chapter’s mailing address is: The Hampton-Newport News Alumni Chapter, Kappa Alpha Psi Fraternity, Inc., P.O. Box 8135, Hampton, Virginia 23666.

The Foundation: The charitable arm of the Chapter is the H-NN Kappa Alpha Psi Alumni Chapter Achievement Foundation. The Hampton-Newport News Kappa Alpha Psi Achievement Foundation mailing address is: P.O. Box 7487, Hampton, VA 23666-0487.

Hampton-Newport News (H-NN) (VA)

Alumni ChapterKappa Alpha Psi Fraternity,

Incorporated

The website for the Chapter and the Achievement Foundation is http://www.h-nn-kapsi.org/.

3. Vision statement: Achieve excellence, worthy of emulation, in every chapter endeavor. Chapter excellence will be achieved and maintained by accomplishing the 7Ks: Kommitment, Kharacter, Kooperation, Konsistency, Kommunication, Konfidence, and Karing remains the focus of what we do with the addition of making the best unknown chapter in Kappa Alpha Psi the best known chapter and to provide a basis and continuity for the next leadership team.

4. Organization Values: Achievement, commitment, character, cooperation, consistency, communication, confidence, caring brotherhood, integrity, service, responsibility, ambition, individuality, equality, respect, dedication, diversity (respective to younger and older brothers), loyalty, credibility, honesty, initiative, innovativeness, teamwork, excellence, accountability, empowerment, quality, efficiency, dignity, stewardship, empathy, courage, wisdom, challenge, influence, learning, discipline, generosity, persistency, optimism, dependability, and flexibility.

5. Mission Statement: The Chapter will support communities within the Chapter’s geographic domain through the Achievement Foundation; sponsor a Guide Right Program that focuses on preparing young men for leadership roles by exposing them to positive educational, civic, recreational and social teambuilding opportunities in community settings; foster and encourage achievement of its members through every field of human endeavor.

6. Internal and External Communications:

A. Internal and External Communications: The purpose of this paragraph is to outline key source information/documentation that provides guidance and establishes continuity for the effective operation of the Chapter. This paragraph is intended to accomplish the following: To identify the Fraternity's core objectives that are linked to each of Chapter's goals and objectives beginning with paragraph six (6) below; To define the two key documents that provide direction for day-to-day chapter operations and establish procedures for continuity between the Chapter and the Achievement Foundation; and to bring awareness to the purpose and relationship between the Chapter and the Achievement Foundation.

Kappa Alpha Psi Fraternity, Inc. five (5) core objectives. These are enduring objectives. All Chapter goals and objectives will be linked to one or more of the Fraternity objectives below.

(a) To unite college men of culture, patriotism and honor in the bond of Fraternity.(b) To encourage honorable achievement in every field of human endeavor.(c) To promote the spiritual, social, intellectual and moral welfare of members.(d) To assist the aims and purposes of colleges and universities.(e) To inspire to service in the public interest

Chapter Bylaws and SOP: Both documents can be found on the Chapter's website at http://hnn-kappas.com/ under Member's Area.

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(a) Bylaws: Considered a legal document that dictates how the Chapter will be managed and governed.

(b) SOP: Serves to facilitate and bring a level of consistency in the day-to-day operations of the Chapter through a set of detailed processes, procedures and best practices. The SOP is a living document and will be updated as needed. The SOP supports and complements the Chapter Bylaws but should not duplicate the Bylaws. The SOP also establishes procedures for communications between the Chapter and the Achievement Foundation for the handling of non-profit/tax exempt matters.

H-NN (VA) Kappa Alpha Psi Achievement Foundation Bylaws/Articles of Incorporation. The Bylaws/Articles of Incorporation can be found on the Chapter's website at http://hnn-kappas.com/ under Member's Area. The Achievement Foundation serves as the charitable arm of the Chapter but is a separate organization from the Chapter. All charitable and tax exempt correspondence and requests received by the Chapter will be directed to the Foundation IAW procedures outlined in the Chapter SOP. The Chapter provides support to the Foundation charitable efforts. The Foundation Bylaws/Articles of Incorporation establishes that the Achievements Foundation is a 501 (c) (3) non-profit tax exempt organizations.

7. Supporting Goals and Objectives and Measurements of Success:

a. The H-NN Chapter of Kappa Alpha Psi, Inc. goals and objectives will support but will not be limited to the Fraternity’s Core Objectives described in 1c above, International Headquarters and Eastern Province objectives/directives at Appendix A and B respectively.

b. Measurement of Success: This section follows each objective and will indicate the committee listed at Appendix D that is responsible for this level of effort to achieve success. This level of effort compliments and further defines the duties and responsibilities outlined for each committee as reflected in the chapter bylaws that will be issued under separate cover. The chapter’s Long Range Planning Committee will conduct two assessments a year, a mid-term and an end-of-year assessment. These assessment reports will measure success in terms green, amber or red. Green = met objectives), amber = did not meet but progressing toward meeting objectives, and red = did not meet objectives and no progress toward meeting objectives.

Note: See Appendix (D) for individual committee reports detailing their level of effort on how they plan to accomplish the goals and objectives for the current operating year.

c. Goal #1: Sustain a Fraternal infrastructure that will support a large chapter status. (Large Chapter = 70 plus active Brothers). Intent of this goal is to attract brothers that have

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the desire and skills to strengthen the chapter and Kappa Alpha Psi. This goal supports Fraternity Core Objective 1.

(1) Objective 1:

(a) Track gains and losses in appropriate areas necessary to provide visibility and take appropriate actions to sustain the chapter’s large chapter status (approximately 125 brothers) to meet Eastern Province and Grand Chapter goals and objectives. This balance will consider the right mix of younger and older brothers necessary to ensure chapter viability in the long term. Tracking gains and losses will be the responsibility of the Long

Range Planning Committee supported by the Keeper of Records and Exchequer.

*Deployed: Denotes those members deployed but still active with the chapter.

Focus of growth/sustainment efforts will be in the areas listed in (1.1) below with emphasis on areas listed in (1.2) below.

(1.1) Objective growth/sustainment goals:

- New brothers via Membership Intake (3)- Reclaimed brothers: A brother that has not been financially active in

any alumni chapter for one or more years –not to include Senior and 50 year old brothers (9)

- Senior and 50 yr. old brothers (1)- Others: New brothers to the chapter that do not fit in the above

categories, i.e. transitioning from undergraduate chapters and brothers moving into the area (3)

(1.2) While chapter growth is important, the quality or health of the chapter is equally or more important. The chapter needs to have various activities (bonding) that make Brothers want to become more involved and provide the physical support needed to sustain chapter programs. This process will allow brothers to take ownership of chapter activities/programs and promote bonding and closeness and familial spirit. A strong chapter is a direct result of solid sustainment programs that encourage brothers to get involved, thus, creating environments conducive to developing strong social bonds. Both retention and reclamation will be key focused areas, and, when and where needed, MOIP.

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(b) Measurement of Success: Maintain accurate growth figures for gains and losses for each year by categories as identified in the above growth matrix. Based on gains /loss figures as of June 30 of each year and the level of interest shown by prospective intake candidates, the MOIP committee chairman will make a recommendation at each annual retreat as to whether the chapter should conduct intake for the upcoming operating year. Reclamation Committee will determine and Eastern Province reclamation goals/requirements levied on the chapter and develop a strategy/plan to meet Province’s reclamation goals/requirements.

(2) Objective 2:

(a) Increase chapter members’ support to and/or participation in chapter activities (i.e., social events, fundraisers, fraternity sponsored civic and social events) to include 60% of the active membership. To accomplish this, the committee must develop methods to determine level of participation. (Development and Programs Committee)

(b) Measurement of Success: Achieve 60% chapter support to and/or participation in chapter activities. This calculation may be through acts such as member’s support through sale of tickets, getting sponsorship or actual attendance to the event.

(3) Objective 3: (a) Encourage qualified and worthy brothers to seek elective and appointed offices, commissions and positions of greater responsibility in the local community, Fraternity, state and nation. (Polemarch, 1st & 2nd Vice Polemarchs, Chapter Mentors)

(b) Measurement of Success: Assess upward mobility of individual members in the Chapter, Fraternity, community and in their respective professions. Assess progress of Membership Development program as to its impact on Brothers’ upward mobility.

(4) Objective 4:

(a) Continue to recognize chapter members who make significant achievements and contributions in every field of human endeavor through chapter and fraternity awards as well as through local and International Headquarters media. (Achievements and Awards Committee)

(b) Measurement of Success: Ensure all Chapter Brothers are knowledgeable of award criteria. As a minimum, conduct one event annually where deserving brothers are recognized. Ensure chapter award submissions for Province and National level awards meet established timelines.

(5) Objective 5:

(a) Conduct activities which fosters greater social interaction between Brothers and provides a sense of Brotherhood: (Fellowship has lead for items #1-3 supported by

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Development & Programs Committee, and Membership Services and Members Benefits Committees has lead for items #4-5.)

(b) Measurement of Success: (1) External: Support at least one external social activity (i.e. joint event). Internal: (2) Sponsor at least one internal activity for new and reclaimed Brothers (i.e. cookout or tailgate focusing on new and reclaimed Brothers); (3) conduct at least one road trip where brothers and/or spouses/significant others can socialize; (4) send birthday cards to Brothers for their birthday, and (5) continue budgeting for the $50 savings bond for any brother who has a new baby during the current operating year.

(6) Objective 6:

(a) Enhance Senior Kappa and 50 yr. Brothers Program by encouraging Senior Kappa participation in chapter programs. Conduct special activities to keep Senior Kappa’s informed on chapter events, especially those unable to attend chapter meeting, and make special arrangements to afford them the opportunity (i.e. transportation, telecom, VTC) to attend/receive chapter and committee meeting information. Recognize Senior Kappa’s for their continued commitment to service. (Senior & 50 yr Brothers Committee supported by Exchequer) (b) Measurement of Success: Reclaim or gain through progression at least (1) Senior or 50yr. brother per year; conduct or take advantage of an appropriate forum to recognize 50yr. brothers annually. Ensure at least one 50 yr. Brother is on each committee. Establish and maintain a viable transportation plan to get senior Kappa’s, that desire to attend meetings but are unable to on their own or develop a method by which Senior Kappas can view or hear the conduct of monthly meetings.

(7) Objective 7:

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

(b) Measurement of Success: During years where HU and W&M Chapters has brothers graduating and those brothers remain in the area, encourage those brothers to join alumni chapters but work to, as a minimum, to attract at least one (1) member from each chapter to join the H-NN Alumni Chapter of Kappa Alpha Psi Fraternity, Inc.

(8) Objective 8:

(a) Ensure widows of Brothers receive correspondence on activities commensurate with their status. Further, ensure that widows of Brothers are recognition at Kappa events when appropriate. (Membership Services-Lead) (Chaplain-support).

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(b) Measurement of Success: Identify and maintain a list of all widows of deceased Brothers to include addresses. Ensure list is current at all times and ensure correspondence is sent prior to the occasion in question. Responsible for inviting widows to appropriate Kappa functions. When appropriate, responsible for ensuring a house call is made, to include arrangement for repast (must budget for the repasts), to a widow upon the transition of a brother to the Chapter Invisible.

(9) Objective 9:

(a) Coordinate chapter level visits to Brothers in the Hampton Veterans Hospital (Membership Services Committee)

(b) Measurement of Success: Develop a plan to that will allow the chapter to become aware when a Brother is admitted to the Hampton Veterans Hospital. The plan should also address provisions for visiting any Brothers in the Hampton Veterans Hospital at least once visit per year.

(10) Objective 10:

(a) Coordinate for repast, delivery, and setup serving line and arrange for cleanup for each monthly repast. When appropriate, provide meals for chapter planning events such as retreats (Hospitality Committee)

(b) Measurement of Success: Timely planning for and execution of repast to include set up, serving of the meal and clean-up for each monthly meeting, annual retreat, and other chapter sponsored activities as designated by the BOD.

(11) Objective 11:

(a) Incorporate Leadership and Mentorship into the Membership Development Program to prepare new and existing Brothers for positions of increased responsibility internal and external to the H-NN Chapter. (The Membership Development Program Committee has lead supported by the Polemarch, 1st & 2nd Vice Polemarchs).

(b) Measurement of Success: Finalize Membership Development Program Document NLT Nov 2011. Document should identify formal procedures for implementing Leadership Training and the Mentorship process into the Program, although the execution of these processes may through informal means. Conduct, as a minimum, one (1) training activity quarterly.

(12) Objective 12:

(a) Expand current chapter programs and activities within the chapter’s geographic domain with specific focus on the Denbigh and Williamsburg area. (Outreach Committee).

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(b) Measurement of Success: Expansion initiatives must be in line with and support current chapter programs and should be integrated into standing committee’s programs and associated budget lines as soon as possible. All new initiatives will be presented at the annual retreat, and when needed, periodic progress reports will be provided to the BOD and brothers at the appropriate chapter meeting.

(13) Objective 13:

(a) Leverage technology and the power of social media to enhance strategic communications (internal and external) and the achievement of Chapter goals and objectives. (Public Relations Committee supported by all other committee chairs).

(b) Measurement of Success: Marketing of Chapter activities, and where appropriate Achievement Foundation activities, through electronic and social media to cut cost, increase visibility of chapter activities and support and improve the quality and scope of information dissemination. The Chapter's initial approach will consists of efforts to further publicize Guide Right Program activities and to support Chapter’s Fund Raising activities in support of Achievement Foundation charitable activities.

(14) Objective 14:

(a) Contribute to Piney Woods School and Other Charities and Non-profit efforts as determined at the annual offsite. (All).

(b) Measurement of Success: (1) Piney Woods: Conduct a special collection at each chapter meeting

for Piney Woods. This event will be added to the chapter agenda. (2) Other Charities and Non-profit Efforts: During the annual retreat,

Chapter leadership will, to the best extent possible, identify charities and non-profit efforts the chapter will support during the operating year. To support this effort, several actions will be taken prior to the retreat to determine the best way to budget to support these efforts. The following information will be available at the retreat.

(a) Corporate Donations and Ads: The Exchequer will develop (1) a list of corporate donors – include amount of donations and (2) other organizations that have made contributions to the Chapter or taken out ads for souvenir booklets during the past year – include amount of contribution/donations.

(b) Chapter Ads and Donations: The Exchequer will develop a list of ads and donations (to include amounts) that the chapter has made to other organizations.

d. Goal #2: Ensure full commitment to the Guide Right Program Kappa Cardinals Sports Programs. Supports Fraternity Core Objective 1. (1) Objective 1:

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(a) Continue current Guide Right and Kappa sports programs to develop and promote the cultural, social, and academic education of young men (build whole person characteristics). Continue to work with the H-NN Alumni Chapter and the Achievement Foundation to ensure these programs are adequately supported and funded. (Guide Right Program Committee supported by the Achievement Foundation)

(b) Measurement of Success: Guide Right and sports programs continue to attract and develop young males of varying ages in the chapter’s operational domain. Ten percent of these young men continue to contribute positively to the community and go on to further their education.

e. Goal #3: Become a role model for other Greek lettered and social organizations regionally and the Grand Chapter of Kappa Alpha Psi, Fraternity, Inc. Supports Fraternity Core Objective 3, 4, 5.

(1) Objective 1:

(a) Keep chapter members informed. (Public Relations Committee) (b) Measurement of Success: Publish Chapter Newsletter quarterly, and brochure, article/picture submitted for inclusion in each issue of the Kappa Alpha Psi journal. Keep chapter website current, Quarterly distribution of an electronic copy of the updated membership roster and social roster semi-annually. (2) Objective 2:

(a) Maintain the working relationship with the Hampton - Newport News Silhouettes in support of Chapter Programs and activities. (Silhouette Liaison Officer)

(b) Measurement of Success: Liaison Officer will coordinate with Silhouettes at least monthly and keep the chapter BOD and membership informed on those topics of common interest.

(3) Objective 3: (a) Continue partnerships with the community and other fraternities and sororities to sponsor spiritual, social, intellectual activities for our members (i.e. conduct of educational, economic, cultural, and political forums or programs). (Social Actions Committee-Lead), (Public Relations, Pan-Hellenic Representative, Chaplain-and Outreach Committees support).

(b) Measurement of Success: Obtain a copy of the Pan-Hellenic calendar prior to Chapter Retreat. Review calendar at retreat. Conduct a chapter sponsored church visit semi-annually.

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(5) Objective 4:

(a) Inform communities within the chapter’s geographic domain on chapter scheduled activities and events and achievements(external) as well as maintain visibility of and inform brothers on chapter community service projects(internal) (i.e. chapter newsletter, Daily Press & other local media) (Public Relations Committee)

(b) Measurement of Success: Publish at least one Guide Right article per season per major sporting event (i.e. basketball, football and baseball). This seasonal publication requirement may consist of submitting articles to the local newspapers or the Kappa Alpha Psi Journal. If either of the articles is provided to the Kappa Alpha Psi Journal, this submission will suffice for the Journal quarterly submission requirement. Note: Submission of seasonal sporting event articles to local media will not suffice for the quarterly submission to the Kappa Alpha Psi Journal. Ensure the newsletter gets disseminated throughout the chapter’s geographical domain. Ensure the H-NN website is current and relevant.

f. Goal #4: Provide a facility that will support operations for the H-NN Alumni Chapter of Kappa Alpha Psi. Key operation functions include, but not limited to, chapter monthly meetings, committee, program and Board of Directors meetings, Guide Right Program activities, and when requested, the Annual Planning Retreat. Supports Fraternity Core Objective 1 & 2. Objective:

(1) Ensure a facility is available on a near term basis (3-5 years) and long term (5-10 years) to support chapter operations for the activities identified in the goal above. (Housing Committee - Lead) (Guide Right Program Committee -support)

(2) Measurement of Success: The Housing Committee maintains visibility on decisions made by the Boys and Girls Club and Hampton City recreation decisions that affect the H-NN Alumni Chapter’s use of current facilities. Further, the Housing Committee has a short term and long term plan that will support chapter operations and secure chapter archives in the event that the Boys and Girls Club facility is no longer available to the H_NN Alumni chapter. .

g. Goal #5: When and where feasible, provide financial support to the H-NN Alumni Chapter of Kappa Alpha Psi Achievement Foundation to assist the Foundation in executing its community service programs. . Supports Fraternity Core Objective 1, 2 & 4. (1) Objective 1: When and where feasible, provide support to the efforts of the Achievement Foundation through financial contributions and voluntary assistance to support various fund raising activities. (Special Committee appointed and led by the Vice Polemarch).

(2) Measurement of Success: The H-NN Chapter will consider Foundation request for support only when the Foundation has exhausted its ability to execute its community

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service program within the scope of its charter. Any request for support will be formally made at the Chapter Annual Retreat. Upon approval of the Foundation’s request for financial support, the H-NN Chapter will incorporate approved funding level into its fundraising programs. Upon receipt of funding, the Foundation will provide, as a minimum, quarterly updates to the Chapter BOD meetings and when requested, at the Chapter’s monthly meetings. h. Goal #6: Establish/support, and publicize community and other organization's health awareness, political, educational and social programs. Supports National Objective 5 and Kappa’s Commitment #5

(1) Objective 1:

(a) Ensure Prostate Cancer Awareness through partnerships with local American Cancer Society, local hospitals, medical centers and doctors. (Social Actions Committee). (b) Measurement of Success: Sponsor or co-sponsor at least one Prostate Cancer Awareness event annually. (2) Objective 2:

(a) When appropriate, conduct voter registration and “Get Out and Vote” Campaign, These activities may be conducted in conjunction with other local political organizations . (Social Actions Committee).

(b) Measurement of Success: Sponsor or co-sponsor at least one “get out to vote” event during each local in the chapter’s geographic area.

(3) Objective 3: (a) Conduct a blood drive geared toward members of the Hampton Roads community. This activity/event may be conducted in conjunction with the Pan Hellenic Council, American Red Cross or another organization. (Social Actions Committee).

(b) Measurement of Success: Sponsor or co-sponsor at least one Blood Drive annually

(4) Objective 4:

(a) Provide assistance to needy families in the chapter’s geographic area. (Social Actions Committee).

(b) Measurement of Success: Conduct at least one family assistance effort annually (i.e. Thanksgiving or Christmas Basket Program).

(5) Objective 5:

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(a) Sponsor/co-sponsor political forums with other community organizations to inform members on key issues involving state and national elections. (Social Actions Committee).

(b) Measurement of Success: Sponsor or co-sponsor at least one Political Forum annually during an election within the chapter’s geographic area.

(7) Objective 6:

(a) Assist Province and Grand Chapter in meeting its Fund Raising goals. (Exchequer supported by Development & Programs Committee from a fund raising perspective).

(b) Measurement of Success: Ensure the chapter meet or exceed Grand Chapter and Province goals set for support to designated programs. Note: These fund raising programs should be identified prior to or during the chapter’s annual retreat. Funding of these programs should be included as part of the chapter’s annual budget.

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APPENDIX A

FRATERNITY CORE OBJECTIVES

1. To unite college men of culture, patriotism and honor in the bond of Fraternity

2. To encourage honorable achievement in every field of human endeavor

3. To promote the spiritual, social, intellectual and moral welfare of members

4. To assist the aims and purposes of colleges and universities

5. To inspire to service in the public interest

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APPENDIX B-1

The Fraternity

The following are excerpts taken from the Grand Polemarch’s message that should help to shape our chapter’s way forward

The theme: “100 Years and Building: The Journey Continues.”

It is our time, as One KAPPA, to reexamine the bridges that have brought us

to this place.

It’s our time to make sure that each bridge is sound enough to carry the

traffic that will be coming in our second century.

It’s our time to recognize where we are in the mainstream of America, and

what we need to do move more intimately into the decision making of our

nation and the world.

It is our time to determine what the next step is in the building process.

How will we grow our Kappa brand?

How will we discharge our fiscal strategies to continue to increase our

solvency?

How will we increase our relationships with Corporate America?

Who should we add to our list of organization partners?

What should we do to make sure that our infrastructure fits our policies and

programs?

What are the desires of the brothers for the future of our International

Headquarters, short and long term?

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APPENDIX B-2

The Eastern ProvinceObjectives

TBD

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APPENDIX C:

Hampton-Newport News (VA) Alumni ChapterKappa Alpha Psi Fraternity, Inc.

P.O. Box 8135Hampton, Virginia 23666

May 20, 2013

Dear Brothers,

My vision for the Hampton Newport News (VA) Alumni Chapter is to continue to serve our community with a strong focus on our Guide Right program, Kappa League, other youth activities, and our Social Action programs. The bond of this Fraternity and our chapter should be the driving force to motivate each and every one of us to commit our time and effort to our programs and activities.

Our objectives for this fraternal year 2013-2014 are:

Maintain an award winning Guide Right Program. All members dedicate time or money to our Guide Right or Athletic Programs. Eight hours. Guide Right supported by All

Promote all activities that impact or affect our communities and our chapter. Social Actions. All others support.

Improve our attendance at local chapter meetings/events to share and receive new ideas and use these activities to strengthen our “Bond”. All.

Encourage and build strong relationship with our collegiate brothers, providing mentoring and support, establish one event that we can host together. Undergraduate Advisory. PDC, Social Actions and all others support.

Continue to improve our chapter internal operations:

Update standard operating procedures (SOPs) as needed: LRPC. All others support. Establish timelines for reports, correspondence, and other business practices. 1st & 2nd

Vice Polemarch. Committee Chairs support. Continue to expand our community service activities to the Denbigh and Williamsburg

communities to include exploring Ft Eustis activities: Outreach Committee.

Continue to make Casino Night the premier summer event for Hampton Roads and capitalize/explore other creative fundraising opportunities. PDC. All others support.

Continue to improve the Branding of our Chapter through the use of our website, social media, and Public Relations. Public Relations Committee

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Support the Hampton-Newport News Kappa Alpha Psi Achievement Foundation

Support through individual membership of $25 or other donation amount: All

Assist the foundation in gaining Corporate Sponsorships and contribute donations commensurate of large chapters to the Kappa Foundation, Piney Woods and other charities. PDC. Finance, Public Relations support.

Brothers All, “102 Years and Building: The Journey Continues” we’ve had another great fraternal year. I ask each and every one of you to take time out and thank the outgoing chapter leadership; especially the 35th Polemarch for his guidance and leadership for the past five years. I look forward to seeing all of you at our Planning Retreat. If you have ideas or programs you would like to see our Chapter engage in, please contact the appropriate committee chairs so that it is evaluated for inclusion in their program briefed at our retreat. On behalf of all the officers of the Hampton-Newport News (VA) Alumni Chapter, thank you for your support. “Many are call, but few are chosen”.

Yours in the Bond,

Linwood J. Smith, Jr.Linwood J. Smith, Jr.36th PolemarchHampton-Newport News (VA) Alumni Chapter

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APPENDIX D: Committees, Programs Chairs, and LNOs

-D-1 Development & Programs: (Darryl Robinson)

-D-2 Membership Development and Intake, and Orientation Program: (Eric Hairston)

-D-3 Guide Right: (Arthur Price)

-D-4. Social Actions: (Bob Ayers)

-D-5. Historian / Reporter: (Duron Shearn)

-D-6. Undergraduate Chapter Advisors:

D6a: Beta Chi: (Gary Hunter)

D6b: XI Theta: (Van Jones)

-D-7. Finance: (Gerald Bell)

-D-8. Long Range Planning (Strategic Plan): (Chuck Holden)

-D-9. Member Services and Benefits: (Norris Lamb)

-D-10 Public Relations: (Rick Watson)

-D-11 Achievement and Awards: (Reggie Bowens)

-D-12 Internal Audit Committee (Aaron Giles)

-D-13 Senior & 50 yr Brothers: (William Revells)

-D-14 Silhouette LNO: (Chuck Simmons)

-D-15 Housing: (Steve Morgan)

-D-16 Membership Development: (Clifford McMillan)

-D-17 Bylaws: (Roland Thompson)

-D-18 Hospitality: (James Swann)

-D-19 Nomination: Appointed by Polemarch

-D-20 Reclamation: (Ken Romney)

-D-21 Fellowship Committee: (Chuck Boaz)

-D-22 Pan-Hellenic Council LNO (Keith Davis)

-D-23 Outreach Committee: (Tony Garner)

-D-24 Achievement Foundation-Draft Budget: Roland White (Information purposes only)

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D-1

Program and Development Committee 2013-2014

Committee Chairman : Brother D. Robinson Committee Members : Brothers: Gerald. Bell, Chuck. Boaz, Reggie. Bowens, Gary.

Cobb, A. Giles, C. Holden, M. Marble-Howard, Dave. Johnson, Eugene. Johnson, Howard. McCord, Joseph. Mingo, Polemarch Clifford. McMillan, Ross. Snow, Reggie Stanley, Greg Price, Marquis Norton, Kirk Reed and R. Williams.

Purpose : Provide information concerning accomplishments for FY 12-13 and the development plan for 2013-2014.

Committee Functions: This committee is responsible for development, planning and execution of Chapter fund raising events and activities. It develops and plans Chapter activities such as Chapter retreat, and Chapter social events.

Committee Objectives:

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

To meet the fundraising requirements as established by the Chapter to support our Guide Right, Food baskets (Thanksgiving and Christmas), Social Action Committee, Scholarships, Tutoring programs and Athletic Association.

Provide social activities to enhance the Bonding and Fellowship of the chapter.

Raise $18,500.00 during FY 2013-2014.

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Programs and Development CommitteeCommittee Chairman: Brother D. RobinsonDeputy Committee Chairman: Brother Aaron Giles

Committee Members: Brothers: Gerald Bell, Chuck Boaz, Reggie Bowens, Aaron Giles, Chuck Holden, Michael Marble-Howard, Eugene Johnson, Joseph Mingo, Polemarch Clifford McMillan, Ross Snow, Reggie Stanley, Rickey Williams, Victor Moody, Rodney Hawkins, and Kelcy McDonald, Brian Mouton, Rian Everette and Tyrell Grant.

Purpose: Provide information concerning accomplishments for FY 12-13 and the development plan for 2013-2014.

Committee Functions: This committee is responsible for development, planning and execution of Chapter fund raising events and activities. It develops and plans Chapter activities such as Chapter retreat, and Chapter social events

Committee Objectives:

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

Meet the fundraising requirements as established by the Chapter to support our Guide Right, Food baskets (Thanksgiving and Christmas), Social Action Committee, Scholarships, Mentorship Tutoring programs and Athletic Association.

Provide social activities to enhance the Bonding and Fellowship of the chapter

Requested to raise $18,500.00 during FY 2012-2013

:

Thanksgiving Jam (Les Hommes): Date: 24 Nov 12: Budget: $1,825.00, Expenses: $1, 802.26, Revenue: 2675.00, & Profit: $872.74 ($850.00 funded X’mas baskets). Revised Profit $22.74

Holiday Raffle Tickets Fundraiser: Holiday Raffle sells was conducted over a 2 month period. The drawing included three cash prizes and the drawing was conducted on 21 Dec 12. The winners were telephonically notified and checks were presented to each winner on 23 Dec. Cost: $1,313.00 Revenue : $3,028.00, & Profit: $1,709.00 ($1,005.00 funded the Conclave Ad) Revised Profit $704.00

Ladies in Red- Founder’s Day (FD) Date: 20 Jan 13 – Budget: $5,000.00, Expenses, $4,895.00, Revenue: $2,940.00, & Loss: $1,955.00. (Weather & poor support by the chapter)

Blackout Party-FD: date 21 Jan 13-Budgert:$900.00, Expenses: $845.00, Revenue 1,940.00, & Profit: 1,095.00

Spring Jam: Date: 5 Apr 13 – Budget: $1,540.00, Expenses: $1,530.00, Revenue: $2,070.00 & Profit: $539.76 (first time this event did not make mission).

Kappas at Kingsmill Golf Tourney: Date: 26 Apr 13 –Budget:$1,840.00, Expenses: $6,278.90, Revenue: $10,160.00 & Profit: $3,881.10

Kasino Night: Date: 8 Jun 13 – Budget: $24,500.00, Expenses: $24,536.00, Revenue: $31,721.65 & Profit: $7,185.00 (NTC $600.00 for tickets and $300.00 for Corporate donation). The date change & Chapter support both played a role in lower ticket sales. Will continue to negotiate cost reduction with Embassy Suites & HRCC (Souvenir Booklet Profit $6,638.00)

Day Party: Date: 29 Jun 13 – Budget: $6,000.00, Expenses: $5,523.85, Revenue: $5,210.00 Loss: $313.85 (Chapter not totally committed with selling tickets – NTC $660.00).

Accomplishments for FY 12-13

Polemarch Guidance 2012-2013: Continue to foster strong, respectful relationships with our collegiate brothers, providing support where needed, seeking ways to combine our efforts, and setting the Kappa example. The Events & Special Activities (Valentine Day Social, Kappa Week, and Black & White Awards’ Reception). These activities are not fundraisers, but events to acknowledge support from our special ladies, community, and scholarship winners) are:

Super Bowl Party (assessment event) – Date: 3 Feb 2013, Budget: $540.00, Expenses $492.00, Revenue: $492.00 (comp suite from Embassy Suites)

Valentine Day Social (assessment event) - Date: 9 Feb 13 Did not execute: Poor support from Chapter . We need to relook at cost. This maybe an event we fund from fundraising events and or year end funds? It is scheduled for FY 13-14 plan.

Polemarch Night Out: Date: Thursday; 15 August 2013 Location: TBD Time: 7:00 – 9:00 pm cost: Pay as you go!

FY 12-13 Accomplishments & Projected Events for FY 13-14

Amount raised during this FY 12-13: $18,529.75

Projected Activities for FY 13-14: Contributing donations commensurate of the large chapter to the Kappa Alpha Psi Achievement Foundation and make our “Kasino Night” and Day Party one of the largest event of the summer goals:

Raise $18,500.00 this fraternal year. Increase Corporate sponsorships Support Chapter’s funding activities (Scholarships, Athletic Association, Tutoring Program, Guide Right, and Holidays’ Baskets) Reduce Jams’ Events to enhance ticket sells Improve fellowship (handoff all assessment events to Fellowship Committee) Enhance the Chapters social footprint (Southside & Williamsburg) in the community Conduct one raffle drawing this year - Holiday Raffle Continue to work cost reductions for all events Obtain funding for VDs and DP events to offset poor chapter support.

FY 12-13 Assessments:

Met fundraising goal Supported the Virginia Area Founder’s Day Program Produced outstanding events even with the lack of Chapter’s support.

– All events had reduced ticket sales for this FY including the Spring Jam (first time)? –. Two events loss money (LIR & DP).– Reduced Chapter support for this year’s fundraising campaign

Event (s) Recommendation: The assessment events will be transfer to the Fellowship committee for planning and execution. These activities are not fundraisers, but events to acknowledge support from our fellowship, special ladies, and community:

Super Bowl Party: Lead: Brother M. Howard & E. Johnson; Date: 2 Feb 14 (need to confirm date) Location: Embassy Suites -Open event Cost: Assessment (BYOB and $20.00)

Valentine Day Social - $85 per couple. Lead: Brother A. Giles Date: 8 Feb 14 (event scheduled with Embassy ) Budget: $4,250.00. Cost: $4,200.00. Assessment event. Might need to look at chapter funding since budget total is based on 50 couples

Kappa Week & B&W event: Lead: Brothers Bowens & J. Sears. Date:3-9 Aug 14 (B&W scheduled w/Embassy Suites)

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

Sponsor business and development lunches

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

Unforecasted requirements to support fundraising activities

Requested amount: $650.00 (additional funding may be required)

May need upfront funding to support Virginia Founders Day

FY 13-14 Recommended Events

Summary:

• We lost money on the Founder's Day event, and Day Party, but committee still met fundraising goal.

• New Edition (2012 Line) great ideas and have embraced Fundraising goals

• Increasing our corporate sponsorship will be top priority for the Planning Committee during this Fraternity year.

• Membership involvement is critical to the successful planning and execution of this plan. • Public Relationship Committee did an Excellent job with Souvenir Booklet… helped to meet fundraising goals

Thanksgiving Jam: BYOB, Food and DJ – (Ticket cost: $15 per ticket) Lead: Brothers Victor Moody and Rodney Hawkins, Date: 23 Nov 13 , Location: 9pm – 1am at the Les Sommes Social Club or Utopia. Budget: $1,850.00 Profit: $1,000.00 (cost based on last year’s numbers) .

Holiday Raffle: Three month raffle period with tickets available at the September's chapter meeting. Drawing conducted in conjunction with X’mas Basket issue. Cost: $1,400.00 Profit: $3,000.00. Leads: Eugene Johnson & Aaron Giles.

Spring Jam: Date: 25 Apr 14 – Lead: J. Mingo and R. Stanley, Location; TBD. Current plan is have in conjunction w/Golf Tourney. Budget: $1,540.00 7 Profit: $1,000.00.

Fundraisers FY 2013-2014: Planning for Thanksgiving, Holiday Raffle, Spring Jam, Kappas at Kingsmill (golf Tourney), Kasino Night, and Jazz Festival Day Party events.

Kappas at Kingsmill Golf Tourney: Date: 26 Apr 14 at Kingsmill.– Budget:$1,840.00, Expenses: $7,000.00, Revenue: $11,000.00 Profit: $3,881.10. Lead Brother R. Bowens & Ross Snow

Kasino Night: Date, 7 Jun 14 (date reserved) at HRCC. -Budget: $23,500.00: Profit: $10,000.00 Games, Food, Prizes, and DJ –(Ticket price $50.00), Lead: Brother G. Bell and Brother D. Robinson:

Kappa Day Party:– (Projected $20 per ticket) ; Date: 28 Jun 14 (date reserved) at HRCC. Budget; $5,200.00 & Profit; $750.00. Lead: Brother D. Robinson and Brother C. Holden.

Kappa Week Activities 16-18 Aug 13: 16 Aug 12: Polemarch’s Night Out

Tentative selections; (1)The Greenhouse –The Omni, (2) Bar Louie’s, & (3) The Comfort Zone

17 Aug 12: Awards Reception - Tentatively scheduled for the NN Police Department

18 Aug 12: Church Visitation /Silhouette’s Lunch (Sixth Street Baptist Church, Suffolk VA/Hilton Garden Inn Suffolk Riverfront)

**Modified to accommodate our return from Conclave 2013**

Kappa Week 2013Budget Plan (expenses and profit):

Expenses (year end funds):Church Donation $ 500.00Light Hor D’overs $ 500.00

$ 1,000.00

Activity Status Comment Recommendation LeadBrotherhood Luncheon Not scheduled but could possibly

occur (Wednesday) 15 Aug 13 @ Hibachi Grill (Jefferson Crossing –Denbigh) Pay as you go event

Hibachi Grill and Sushi Buffet (12755 Jefferson Avenue, Newport News; off of Denbigh Blvd and Jefferson Ave)

R. Bowens

Polemarch’s Night Out Awaiting confirmation; pay as you go event

Three recommendations made; The Greenhouse, Bar Louie’s, & The Comfort Zone

R. Bowens

Kappa Awards Reception Newport News Police Department Brother Chuck Holden secured the facility. R. Bowens/E. Hairston

Church Tentative selection; requires confirmation with Pastor (Bro) John Moore

Sixth Street Baptist Church, Suffolk VA (324 Goodman Street, Suffolk VA 23434 - **will culminate Kappa Week as opposed to starting it**

R. Bowens

After Church Silhouette Luncheon

Awaiting confirmation with Sales Coordinator

Hilton Garden Inn Suffolk Riverfront, room rental cost $190

R.Bowens

Food Light Hor D’overs Need to coordinate with Bro Swann R. Bowens

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Thanksgiving Jam/4th Annual Holiday RaffleThanksgiving Jam:• Leads: Brothers R. Hawkins & V. Moody• Location: Les Hommes• Date: 23 Nov 13• Time: 9:00 pm to 1:00 amExpenses: • Les Hommes Club Rental Cost: $ 650.00• Tickets Cost 40.00• Flyers 177.00 • Caterer 500.00• DJ 300.00• Total $1,667.00• Ticket Sales – 192 x $15.00 $2,880.00• Projected Profit $1,183.00

Holiday Raffle Tickets:• Produce and provide 4000 Raffle Tickets for this fundraiser. Cost $1.00 each. Expenses $1,500.00. Projected Profit: $2,500.00• Ten tickets per book will be issue-100 tickets per Brother is the goal• Tickets and ticket turn-in dates; Status Due 3 Nov, 1 Dec and all ticket money due on 18 Dec (BOD session) • Conduct the drawing at the Christmas’ Holiday Basket issue location on 21 Dec 13.• Prize levels: 1st Place-$500.00, 2nd Place-$300.00 and 3rd Place-$200.00

Winners do not need to be present

Activity Status Comment Recommendation Lead

DJ A. Giles & V. Moody

Les Hommes R. Hawkins & Bro B. Ayers

Food G. Bell/ J. Swann

Risk Assessment D. Robinson & V. Moody

Jam Tickets G. Bell & A. Giles

Flyers D. Robinson & R. Hawkins

Holiday Raffle Tickets E. Johnson & G. Bell

Super Bowl PartyEvent: Super Bowl Party Super Bowl Party Date: 2 Feb 14 Time: 3 pm to Until Location: Embassy Suites (comp suite) 1700 Coliseum Drive, Hampton, VA

Budget (assessment): $520.00

Background: Cost: $20 per Brother BYOB (ASSESED EVENT) Need a total of 24 Brothers to participate A raffle drawing will be conducted to provide funds to offset the cost Heavy Hors D’oeuvres (Assessment event) Class “B” Leads - Brothers M. Howard & E. Johnson


Food M. Howard

BYOB E. Johnson

Sign Up Roster M.Howard/ E. Johnson

Room Set Up D. Robinson & G. Bell

Payment Collection M. Howard E. Johnson

Music DROB, Eugene Johnson

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Valentine Day SocialEvent : Valentine Day Social Date: 8 Feb 14 Time: 7:00 pm to 12:00 am Location: Embassy Suites 1700 Coliseum Drive, Hampton, Va Dinner, DJ, Rose issue, Door Prizes, & Sweetheart pinning Cost: $85.00 per couple. Monies due at Jan & Feb meetings. (Silhouette Pins $109.00 plain and $137.00 w/pearls. Pins will be ordered after the January meeting to meet February deadline) Budget: $3,600.00 (figure based on attendance number from last year’s event) Leads Brothers A. Giles

Event #5: RevenueTicket Sells 43 x 85 = $3,655.00ExpensesHotel/Food $ 3,000.00DJ $ 300.00Gift Bags $ 250.00Flowers $ 75.00

Total $3,625.00

Revenue $3,655.00Expenses $3,625.00Projected Profit $ 30.00


DJ A. Giles

Food G. Bell & D. Robinson

Sign Up Roster A. Giles

Embassy Suite Contract

D. Robinson/ G. Bell

Gift Bags, giveaways and Flowers

A. Giles & G. Bell

Spring Jam Mission: “Spring Jam” Party Date: 25 Apr 14 Time: 9pm to 1am Location: TBD Heavy Hors D’oeuvresBYOB or Cash bar-TBD Cost: $15 Leads – Brother J. Mingo & R. Stanley

Spring JamBudget Plan (expenses and profit): Club Rental Fee $ 650.00 Caterer $ 500.00 DJ $ 300.00 Tickets Cost $ 50.24 Flyers $ 30.00

Total $1,530.24

Ticket Sales – 141 x $15.00 $2,115.24 Expenses $1,530.24 Projected Profit $ 584.76


Club Rental Fee J. Mingo

Food R. Williams

Risk Assessment J. MIngo

Tickets J. Mingo

Flyers G. Bell

Duties/ Responsibilities R. Williams

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Tourney Information Mission: “Kappa Golf Klassic” Date: 26 April 2014 Time: 0900 (Shotgun Start) Location: Kingsmill Resort, 1010 Kingsmill Road,

Williamsburg, Virginia 23185 Cost: $90.00 per player/$360.00 per team Budget: $1840.00 Estimated Profit: $3600.00 Leads – Brothers R. Bowens, G. Cobb, H. Hill, J. James, F. Smith and R. Snow

2nd Annual “Kappa Golf Klassic” Golf Tournament


Secure Course R. Bowens

Create Registration Form

R. Bowens

Risk Assessment R. Bowens

Solicit Sponsorship & Donors

R. Bowens/R. Snow

Solicit Participation R. Bowens

Solicit potential donors

R. Bowens

Chapter Planning & Support

R. Bowens

Budget Plan (exp & profit): **No Security Deposit Required*** Door Prizes 500.00 .00 Grab/Gift Bags 200.00 89.00 Placards (est.) 360.00–500.00 45.00Trophies 150.00 128.00 Meals, support, etc. (approx) 322.15

Total 584.15

83 players x 20 = $1,660.00 Sponsorship 1,720.00Miscellaneous (mulligans/50-50) 895.00 Profit $4,136.00 - $584.15 = $3,551.85

Kasino Night : Mission: “ All White V” Kasino Night Date: 7 Jun 14 Time: 8 pm to 2 am Location: Embassy Suites Convention Center 1700 Coliseum Drive Hampton, VA Heavy Hors D’oeuvres Cost: $50 per Person Contract completed Profit: $ Leads – Brother G Bell, D Robinson, C Holden, A Giles, R Williams

Kasino Night


Food DRob/G. Bell

Risk Assessment R. Giles

Flyers & Tickets G. Bell/ A Giles

Games G. Bell

Corporate and Sponsorship letters

G. Bell /R.Thompson

Duties/ Responsibilities D. Robinson

Hotel (15 Rooms) & HRCC G. Bell

Budget Plan (exp & profit):Ticket Sells 650 x 50 = $32,500.00ExpensesHotel/Food $14,000.00Games Rental $ 5,000.00Gifts $ 1,800.00Misc $ 1,000.00 DJ $ 600.00

Total $ 22,400.00

Revenue $ 32,500.00Expenses $ 22,400.00Projected Profit $ 10,100.00

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Kappa Jazz Festival Day Mission: “Kappa Day Party Date: 29 June 2013 Time: 12 pm to 6 pm Location: Embassy Suites Convention Center 1700 Coliseum Drive, Hampton, VA Heavy Hors D’oeuvres Cost: $20 Leads – D Robinson, Chuck Holden

Kappa Jazz Festival Day Party


Convention Center Room Rental

G. Bell

Food D. Robinson

Risk Assessment R.Giles

Tickets D. Robinson

Flyers D. Robinson

Duties/ Responsibilities D. Robinson

Marketing Plan D. Rob

Budget Plan (expenses and profit): Hotel Rental Fee $ 4,000.00 Tickets & Flyers Cost $ 200.00 DJ Cost $ 400.00 ??? Tax Assessment $ 550.00

Total $ 5,150.00

Ticket Sales – 300 x $20.00 $ 6,000.00 Expenses $ 5,150.00 Projected Profit $ 850.00

Kappa Week Activities 3-9 Aug 14: 3 Aug 14: Church Service 5 Aug 14: Brotherhood Luncheon6 Aug 14: Silhouette Night Out7 Aug 14: Polemarch Night Out9 Aug 14 : Black & White Formal (HRCC) Event Lead; Brothers R. Bowens (KW) & J. Sears (B&W)

Kappa Week FY 13-14Budget Plan (expenses and profit):

Expenses (year end funds):Church Donation $ 500.00Black & White $11,500.00

$ 12,000.00

Activity Status Comment Recommendation LeadKappa Week Survey R. Bowens

Church R. Bowens

After Church Lunch R.Bowens

Brotherhood Luncheon R. Bowens

Silhouette Night Out R. Bowens

Polemarch’s Night Out R. Bowens

Black & White Formal G. Bell & J. Sears

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D-2

MOIP Committee 2013-2014

Committee Chairman : Brother Eric D. Hairston Purpose: To initiate and indoctrinate men for life time financial membership in to Kappa

Alpha Psi Fraternity, Inc. Committee Functions : The committees specific objectives are to-

Indoctrinate and instruct a new member in the customs, traditions, laws, history, and administration of the Fraternity at all levels of involvement-national, province and local;

Provide insight into the what, and how of a formal organization and administration consistent with acceptable parliamentary procedures;

Develop in a new member the desires to insure the dynamic and progressive continuance of Kappa Alpha Psi as a first rate fraternity; and

Commence the promotion of being a member of a group while retaining individuality.

Mission : To provide effective program management for the Hampton-Newport News Alumni Chapter in order to protect all stakeholders from financial, political or physical harm; to include, Kappa Alpha Psi Fraternity, Inc.

Current Year 2012-2013 Accomplishments : Initiated two men and both are active members of the chapter. The new members have membership on a least three standing committees and currently serve on the Hospitality Committee.

Year 2013-2014 Goals and Objectives : To initiate a minimum of five men and pair each new member with a Kappa sponsor. Each new member must work on at least three standing committees.

Committee Budget: FY 2013-2014 : $ 500.00

o Food cost for Interest Meeting and Administrative Meetings $ 500.00

Total: $ 500.00

BOD Recommendation: Approved ______ Disapproved ________ Tabled __________

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D-3 GUIDE RIGHT COMMITTEE

2013-2014

Committee Chairman: Brother Arthur Price Committee Members: Brothers Jimmie Williams, Chris Belton, Joseph Mingo, Van

Jones, Eugene Johnson, Gregory Price, Jason Little Current Year 2012-2013 Accomplishments:

Chapter Guide Right Program Awarded 3rd Place in Jay Crosby Award Competition Brother Arthur Price Named Eastern Province Kappa League Coordinator Kappa Leaguer Timothy Parker Won Eastern Province Student of the Year

Competition Kappa Cardinals Midget Football Team Won 2012 Hampton City Championship Kappa Cardinals Intermediate Football Team Was 2012 City Championship Runner-

Up Kappa Leaguers Attended “The Black Nativity” at Hampton University. Kappa Cardinals Crimson Intermediate Basketball Team Won City Championship Twenty Kappa Leaguers Attended Annual United Nations World Youth Conference Six Kappa Leaguers Received High School Diplomas Four Kappa League Seniors Recognized by 200+ Men for Academic Achievement Timothy Parker Achieves Eagle Scout Rank. (First African American in Troops

History.) 2012-2013 Goals and Objectives:

Establish Guide Right Website Maintain Working Relationship With Newport News Chapter of LINKS, Inc. Conduct Fall College Tour

Proposed Budget for 2013-2014 : $6500.00 Cultural Outings & Links Support $ 2,000.00 Fall College Tour 2,000.00 Kappa-Knight Breakfast 500.00 Apparel (New Logo Applications) 1000.00 Sports Outings 500.00 Kappa Baseball Cardinals Expenses 500.00

The proposed budget assumes the implementation of an agenda of activities, workshops and programs similar to those provided during the 2012/2013 fraternal year.

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D-4

SOCIAL ACTIONS COMMITTEE2013-2014

Committee Chairman: Robert D. Ayers, Jr - Chair

Committee Members: Keith A. Johnson (Co-Chair), John A. Moore, Reginald A. Stanley, Khalid Ali, Gary Hammond, Tommy Selden and William Pinckney

Mission: The Social Action Committee plans and coordinates all programs that serve the public interest. The Committee will submit all correspondence to the Chapter's Keeper of Records for official release on Chapter letterhead.

2012-2013 Accomplishments:

Supported voter registration; discriminated information on the election process and encouraged the community to "get out the vote."

Participated in the Southeast Community Day Parade. (Kappa Cardinals Baseball Team)

Donated 100 pillow cases for Dresses for Haiti Project

Supported the Alopecia Foundation with planning and administrative services

Provided 20 Thanksgiving and Christmas Baskets to needy families

Participated in Kappa's Virginia Legislative Day in Richmond, VA

Support P.I.C.H and the 100 Black Men's Health Screening

2013-2014 Goals and Objectives:

Support voter information and "get out the vote" efforts; provide individual support for Kappa candidates

Support/Participate in the Southeast Community Day Parade

Support Dresses for Haiti Project

Support Alopecia Foundation (Donate wig and stands)

Provide Thanksgiving and Christmas baskets to needy families (Brothers bring can goods to September, October, November and December Regular Chapter Meetings)

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Participate in March on Washington scheduled for August 24, 2013

Provide support for the Health and Fitness initiatives (e.g., 100 Black Men, P.I.C.H.)

Adopt Tucker Family Cemetery; work with the City of Hampton to clean and maintain (Note: This cemetery has the FIRST documented African-American born in North America buried here.)

Projected Budget:

Support of the voting process $ 0.00

Southeast Community Day Parade $ 100.00

Support Dresses for Haiti Project $ 0.00

Support of Alopecia Foundation $ 200.00

Thanksgiving and Christmas Baskets $ 0.00

Support March on Washington $ 500.00

Support for Health and Fitness Initiatives $ 0.00

Adopt Tucker Family Cemetery $ 200.00

Total: $1000.00

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D-5 HISTORIAN – REPORTER

2013-2014

Committee Chairman: Stephen Penn Year 2012-2013 Accomplishments:

Continued to collect and compile the necessary materials to record the activities and achievements of this Chapter and its members.

Utilized an organized group effort to maintain an accurate documentation of the Chapter by taking pictures that capture the majority of the chapter’s events.

Continued the effort to supply the chapter website and newsletter with said pictures. Generated a streamlined standard procedure for getting photograph albums that

document the chapter’s primary events on the chapter website much more quickly. Enhanced the chapter newsletter with help from newer brothers and (re)introduce new

sections (business advertisements, chapter spotlights, words of advice, etc)

Budget Allocation: $550.00 Amount Expended: $0

Year 2011-2012 Goals Identify new plan for 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 (potential new committee).

Continue to utilize an organized group effort to take pictures that capture the majority of the chapter’s events, most notably this year’s Founders’ Day activities.

Continue the effort to provide the Province with news and information on the chapter each month.

Continue the effort to supply the chapter website and newsletter with said pictures. Solicit information from chapter members to enhance the chapter newsletter and

potential feed the introduction of new sections (business advertisements, words of advice, etc)

Potential long-term project to coordinate with other local chapters to consolidate information and make the history of Kappa on the Peninsula more easily accessible to the membership and to the public.

Expected Budget (Itemized):

ITEM ESTIMATED COSTPhotograph paper $ 150.00Photograph Binders $ 25.00Other Production Costs $ 75.00

Total: $ 250.00Comments: The $250.00 will be included as an item in the Public Relations Committee budget, just as the 2011-12 budget was.BOD Recommendation: Approved ___ Disapproved ____ Tabled ____

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D-6a

Undergraduate/Collegiate Advisory Committee - Beta Chi2013-2014

Committee Chairman: Brother Gary B. Hunter

Committee Members: Brothers Reginald Bowens, Van Jones, Arthur Price, Thomas Selden, James Sears, Gregory Williams

On-Campus Advisor: Brother Joe King

Purpose: To provide general advice and counsel to the undergraduate chapter and Brothers, in both a fraternal and personal way.

Committee Functions : To assist the Chapter Advisor in the supervision of the undergraduate chapter which he acts as the Liaison between the Province Polemarch and the Chapter. Specific roles are the Advisor and the Advisory Committee are:

To advise the undergraduate Chapter To establish continuity between the Chapter Officers To ensure that Chapter Bylaws, Fraternity Constitutions & Statues are carried out

correctly To monitor the Chapter operations to see that Grand Chapter and Province policies

are carried out To ensure the Chapter members adhere to the policies of the University To strive continually to help the Chapter become as self-sufficient as possible To encourage individual and chapter academic achievement that culminates with

matriculation in four years or as the requirement of their particular degree To promote the growth of all chapter members in leadership, finances, planning,

and execution To inspire lifelong service to the community and the Fraternity

Mission: To provide effective supervision and guidance to the Beta Chi Chapter in order to protect all stakeholders from financial, political or physical harm; to include, the Beta Chi Chapter, Hampton-Newport News Alumni Chapter, Hampton University and Kappa Alpha Psi Fraternity.

Chapter Achievement Report 2012 - 2013 :

Chapter received its’ Certification for the 2012-2013 in September 2012.

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Nine candidates were initiated into the Bond during the Fall 2012 MOIP Intake Program held at Frostburg State University in November 2013.

Chapter brothers attended the all required workshops/meetings and conferences for FY 2013-2013 as required by IHQ and the Province.

Membership Report: Beta Chi remains one of the largest undergraduate chapters in the Eastern Province; having 29 fully financial members for FY 2012-2013.

Guide Right Program – Continued the partnership with Cooper Elementary Magnet School assisting in the tutoring of students on a bi- weekly basis.

Chapter held regularly monthly chapter meetings The Chapter conducted or participated in several successful seminars throughout

the year such as the YMCA’s Bright Beginnings- Clothes for Kids, “Kappa Knott” Drive; World AIDS Day Awareness; HU Café Appreciation Day, the Martin Luther King Day Program and the Dr. Seuss / Read Across America Campaign.

The Chapter accepted a request from Brother Errol Duplessis to be ushers during his wife’s Celebration of Life which was held on Easter Sunday.

The Chapter received the Greek “Chapter of the Year” Award from the HU Pan-Hell Council.

Chapter held a successful Kappa Week April 14 – 20, 2013 Chapter Officers were elected for the coming FY 2013-2014. 10 Brothers received their undergraduate degrees; 2 graduated with honors. Eight Brothers were on the Dean’s List for the Spring Semester 2012. Nineteen Brothers are scheduled to return for the Fall Semester 2013.

Year 2013 -2014 Goals and Objectives: Conduct a successful Fall 2013 Intake Program Campaign to have a member of the Chapter as Undergraduate Board Member

Region V 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. and the Eastern Province Develop and Implement a productive Right Guide Program Encourage HU Chapter graduates to join H-NN Alumni or an alumni chapter

in the city/area where they will be living

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Committee Budget: Fiscal Year 2013 – 2014 :

Officers Workshop Lodging and Registration $150.00CRWLC Lodging and Registration $325.00Province Council Lodging and Registration $525.00

Total Expenses $1000.00

BOD Recommendation: Approved ______ Disapproved ______Tabled _______

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D-6b

Undergraduate/Collegiate Advisory Committee - Xi Theta2013-2014

Committee Chairman: Brother Van Jones Committee Members: Brothers Earl Granger, William Pinckney, Chris Belton and Lashae

McMillan

Purpose:To provide general advice and counsel to the undergraduate chapter and Brothers, in both a fraternal and personal way.

Committee Functions

To assist the Chapter Advisor in the supervision of the undergraduate chapter which he acts as the Liaison between the Province Polemarch and the Chapter. Specific roles are the Advisor and the Advisory Committee are:

To advise the undergraduate Chapter To establish continuity between the Chapter Officers To ensure that Chapter Bylaws, Fraternity Constitutions & Statues are carried

out correctly. To monitor the Chapter operations to see that Grand Chapter and Province

policies are carried out. To ensure the Chapter members adhere to the policies of the University. To strive continually to help the Chapter become as self-sufficient as possible. To encourage individual and chapter academic achievement that culminates

with matriculation in four years or their degree requires. To promote the growth of all chapter members in leadership, finances,

planning, and execution. To inspire lifelong service to the community and the Fraternity.

Mission

To provide effective supervision and guidance to the Xi Theta Chapter in order to protect all stakeholders from financial, political or physical harm; to include, the Xi Theta Chapter, Hampton-Newport News Alumni Chapter, College of William & Mary and Kappa Alpha Psi Fraternity.

2012 - 2013 Goals and Objectives:

Establish an infrastructure to ensure sustainability through mentoring and leadership conferences

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Create an operating plan that focused on academic enrichment, campus involvement, and community service

Develop a viable Guide Right Program

Participate in the Spring 2012 MOIP Intake Program

Establish and maintain a relationship with former Xi Theta members and the Hampton-Newport News Alumni Chapter

Current Year 2012-2013 Report

Two young men were initiated into the Xi Theta Chapter during the Spring 2013 MOIP bringing the total number of members to 12. Three chapter brothers degree was conferred in May, 2013. One brother is scheduled to graduate in the Summer 2013. There will be 9 brothers on campus at the beginning of the 2013-2014 school year.

Brothers facilitated campus forums on male/female relationships and resume writing during Xi Theta Kappa Week in February, 2013

Collaborated with the Beta Chi Chapter (Hampton University) to host a party in the Fall of 2012

Hosted first ever Activity Hour on campus Brothers Ethan Lee, Ryan Smith and DeAndre Houston-Carson went to Nicaragua

in the Spring 2013 for a week to work in an orphanage. Community Service:

o Co-sponsored Red Rover Field Day with the Delta Sigma Theta Chapter o (College of William & Mary)o Collected can food for the local sheltero Sponsored shoe drive for children in Nicaragua (Collected over 120 pairs of

shoes)o Participated in Basketball Tournament entitled Midnight Madness with

proceeds going to cancer researcho Coached Neighborhood Basketball League Mentoring Diamonds/Guide

Right

2013 - 2014 Goals and Objectives:

Continue financial and membership sustainability through visibility and campus activities

Build and maintain a strong relationship with alumni brothers through mentoring and leadership conferences

Increase involvement within the school and Williamsburg community

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Participate in the Fall 2013 MOIP Intake Program

Committee Budget: FY 2013-2014

Eastern Province Officer Workshop $ 140.00 Registration and Lodging

CRWLC at Old Dominion University $ 330.00 Registration $ 50.00 Lodging (Two nights) $ 280.00

Eastern Province Council $ 530.00

Registration $ 240.00 Lodging (Two nights) $ 290.00

Total: $ 1,000.00

BOD Recommendation: Approved __Disapproved ______Tabled __________

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D-7 Finance Committee & Budget Report

2013-1024-------------------------------------------------------------------------------------------------

Finance Report – Past Year2012-2013

Committee Chairman: Brother Gerald BellCommittee Members: Brothers: Eugene Johnson (AKOE), and Aaron Giles (Auditor)

1. Purpose : To provide summary information concerning the Finance actions for FY 12-13.

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.

4. Current Year 2012-2013 Accomplishments :

a. The annual budget was adopted by the chapter on October 6, 2012. The budget structure is broken into three categories the estimated income, estimated expenditures for the FY, and Fenced Funds. The estimated incomes and expenditures for the chapter are the Dues & General Operating Expenses and Fund Raising Activities & Contributions. The Fenced fund accounts list those items that are fenced for future obligations within the current FY.

b. Completed monthly internal audit for this FY. All accounts balanced and three comments concerning administration practices (receipt submissions, tracking monthly internal audits and voucher signatures from Polemarch and KOE 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 13-14.

d. Membership status for FY 12-13: The categories are listed as Life Members (LM), Subscribing Life Members (SLM), Province Life

Member (PLM), Non-Life (NL) Annual Dues Payment (ADP), Retired Members (RET), NL/PLM, Recent College Graduate (RCG), LM/Northern PLM (NPLM) and

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Deployment. The total does not include “K13” since they did not provide any dues during this FY. The FY 12-13 financial status for the chapter:

Category Total Remarks1= LM/SM/PLM

2 = LM/SM 40 Includes partial payment for KOE & KOR & 2 prorated payment

3 = NL (ADP) 44 Includes 4 prorated payments

4 = RET LM & PLM 25 = RET LM 24 Includes 1 prorated payment

6 = RET (ADP) 117 = NL/PLM

8 = RCG (2)

9 = Deployment 2 Brothers D. Brown and Garland

10 = RET LM/NPLM 1Total 124 * Denotes dues are prorated starting in Jan “11”

e. Dues & General Operating Expenses for FY 12-13: The Dues were maintained at the same level as the previous year to support committee requirements. The operating budget was based on 98 brothers (life/Non-Life) paying $220.00 and 26 Brothers (Retired Life/Retired non-Life) paying $160.00 for local Chapter dues to meet the approved budget of $25,720.00. The Chapter collected $23,605.00 (92%) of the approved budget amount. This reduction in collected dues required an adjustment in funding allocations for five of the approved accounts. However, we were still able to meet funding requirements for FY12-13.

f. A total of 21 line items were funded. The Development & Programs and Historian lines were not funded. Two accounts received revenue during the FY which increased the balance total Member Services (tailgate donations) and UnderGraduate Assistance Accounts (were repayment for Insurance and donation payments by the chapter).

g. Dues & General Operating Expenses: Dues: $31,865.00; GC: $3,900.00 (Amt paid $3,750.00 to IHQ. Will apply remaining $150.00 to next year payment to GC); Province: $ 4,360.00 (Amt paid $4,240.00 to EP remaining $120.00 will be submitted next FY)

Local: $ 23,605.00 (25,720.00 budget amt = 92% collected same as last year)

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h. The line items supporting the fund raising activities, contributions and donations received during this FY 12-13 are listed below. The Sep AWP and Red Carpet Jam were not conducted this FY. A total of 10 fundraisers were conducted. One event out of the ten events did not meet profit goals and the VDS was cancelled this year due to poor support by the chapter. Only one assessment event is still open, but coordination with the Chapter member to close this account is projected for payment at the August’s meeting. Ticket money from Day Party, Kasino Night and “AD” money for the Souvenir Booklet are still outstanding, but members have been notified and payment dates set. A fundraising goal of $18,500.00 was exceeded with a projected total of $18,529.75 was raised to support FY 13-14 funding requirements (listed in red on the chart below). The accounts’ summaries are:

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i. The Fenced Funds that were used during the FY are listed below. Several accounts were closed out (St Jude, Habitat for Humanity and MOIP “11”) during this FY. The Public Relations line was added due to the repayment of the Conclave’s Journal Advertisement. The Fenced Funds accounts are:

5. Audit Requirement: An internal audit was conducted monthly by the audit committee and results provided at the BOD sessions. The audit was performed in accordance with accepted auditing standards, the standards set forth for financial audits in the Government Auditing Standards, issued by the Comptroller General of the United States; Office of Management and Budget (OMB) Circular A-133, Audits of States, Local Governments and Non Profit Organizations; and the State Single Audit Guidelines issued by the Virginia Department of Administration. The initial observations from the audit:

a. Receipts not filed with reimbursement vouchers. Out of the 83 vouchers filed a total of four vouchers did not have the supporting receipts needed to complete the reimbursement actions. Line items A3 Hosting, A8 CRWLC, and A9 Hospitality accounts did not have the required receipts for receiving reimbursements. b. Internal audit needs to be maintained on a monthly basis as listed in KOE SOP document. No record for the month of January, April, and June for the conduct of the monthly audit.

c. Obtaining the Polemarch and KOR’s signatures to complete voucher actions.d. Excellent tracking documents for check transactions, deposits, account

management, program, and accountability of all chapters’ funds were maintained to the accepted audit standards as required.

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6. Comments: The Exchequer is still working account(s) and report actions with Brothers E. Johnson with strong support from Brother Aaron Giles. Several requirements to include the internal audit (conducted during the FY 12-13 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. This change will provide the Chapter with the flexibility to manage accounts, obtain a credit card, and received a higher annual percentage yield for fenced funds. 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. The chapter will change over to the Quick Books accounting system for this FY 13-14 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 13-14.

7. 2013-2014 Budget: Contingency Fund - $500.00 (same as last year)

BOD Recommendation: Approved ______ Disapproved ________ Tabled _____________

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Budget - Current Year2013 - 2014

Budget Development GuidanceBudget Guidance:

Maintain current cost for Chapter membership

Use 26 as the planning factor for Retired Brothers (life/non-life)

Use 98 as the planning factor for Brothers paying full amount of local dues (life and non-life)

– Apply equal cuts across funding lines

Funding Concerns For Retreat

Do we use year-end funds to fund the National Founder’s Day Ad request?

Plan for Insurance increase $650.00 ($50.00 increase proposed by National Leadership. This increase also applies to our undergraduate chapters).

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Proposed Budget for FY 13-14Dues & General Operating Expenses

Planning/Proposed Budget FY 13-14A. Dues & General Operating Expenses:Line Item FY12-13 ® FY13-14 $Increase Rec Notes1. Dues $23,605.002. Housing $650.00 1,200.00$ $550.00 $1,000.00 (-$200), w ill be covered by fenced funds act)3. Hosting $5,800.00 6,500.00$ $1,300.00 $6,500.004. Grand Chapter Meeting $1,500.00 1,500.00$ $0.00 $1,500.005. Province Council $1,500.00 1,500.00$ $0.00 $1,500.006. Administrative Expenses $500.00 500.00$ $0.00 $400.00 (-$100.00 but total meets last spending amt)7. Public Relations $2,250.00 3,000.00$ $750.00 $2,500.00 (-$500, yr-end funds w /b use for Conclave"15" Ad8. CRWLC $1,300.00 1,300.00$ $0.00 $1,300.009. Hospitality/Members Svc/Soc Act $2,200.00 3,500.00$ $1,300.00 $3,000.00 (-$500, donations from Tailgate w /cover this delta)10. Pan Hellenic $100.00 100.00$ $0.00 $230.0011. MOIP $400.00 500.00$ $100.00 $400.00 (-$100, committee only spent $400.00 last yr)12. Achievement & Awards $600.00 600.00$ $0.00 $500.00 (-$100, meets revised committee request)13. Grand Chapter Ins. $600.00 650.00$ $50.00 $650.0014. Kappa Foundation $100.00 100.00$ $0.00 $100.0015. Polemarch $1,800.00 1,500.00$ $300.00 $1,500.00 (-$300, no VA Area Founder's Day for FY 13-14)16. Contingency Funds $385.00 500.00$ $115.00 $400.00 (-$100, still more than FY 12-13 spending amt)17. Under Grad Asst Fund $2,000.00 2,000.00$ $0.00 $2,000.0018. Historian $0.00 110.00$ $110.00 $110.0019. Development & Programs $0.00 -$ $0.00 $0.0020. Senior Kappa Recognition $820.00 835.00$ $15.00 $770.00 (-$65, still exceeds FY 12-13 spending amt)21. Reclamation $100.00 165.00$ $65.00 $160.00 (-$5.00, still exceeds FY 12-13 spending amt)22. Fellowship/Recreation $500.00 700.00$ $200.00 $600.00 (-$100, still exceeds FY 12-13 spending amt)23. Outreach $500.00 800.00$ $300.00 $600.00 (-$200, still exceeds FY 12-13 spending amt)

Sub-Totals: $23,605.00

TOTALS: $23,605.00 $27,560.00 4,555$ $25,720.00

Proposed Budget is based on 98 brothers (Life / Non-Life) paying $220 and 26 brothers (Retired Life / Retired Non-Life) paying $160 Local Chapter dues.

$220.00 $160.0098 26

$21,560.00 $4,160.00 $25,720.00

Proposed Budget for FY 13-14 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 & donations28. Day Party (DP) 5,000.00$ 5,000.00$ 5,500.00$ 500.00$ Possible Chapter funding29. Souvenir Booklet (SB) 3,500.00$ 3,500.00$ 10,000.00$ 6,500.00$ 31 Holiday Raffle Tickets (HRT) 1,400.00$ 1,350.00$ 5,000.00$ 3,650.00$ 32. Kappas @ Kingsmill Golf Tourney (KGT) 4,000.00$ 4,000.00$ 10,000.00$ 6,000.00$ 33. Kappa Week (KW) 500.00$ -$ -$ -$ 34. Social Actions (SA) 1,000.00$ -$ -$ -$ 35. Guide Right (GR) 6,000.00$ -$ -$ -$ 36. Holiday Baskets (HB) 1,700.00$ -$ -$ -$ 37. Achievement Foundation (AF) 5,000.00$ -$ -$ -$ 38. Misc. Contributions -$ -$ -$ -$ 39. Black & White Formal (BW) 10,000.00$ -$ -$ -$ 40. MOIP Cluster (MC) 175.00$ -$ -$ -$ 41 Pan Hellenic Banquet (PHB) 700.00$ -$ -$ -$ 42. National Founder's Day (NFD) -$ -$ -$ -$ Budget amt:TBD (Bus, lodging, reg fee)43. Super Bowl Party (SBP) 540.00$ -$ -$ -$ 44. Valentine Day Social (VDS) 4,000.00$ -$ -$ -$ Possible Chapter funding45. 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 -$ -$ -$ -$

Sub-Totals: 71,715.00$ 42,050.00$ 70,700.00$ 28,650.00$

TOTALS: 71,715.00$ 42,050.00$ 70,700.00$ 28,650.00$

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Proposed Budget for FY 13-14 Fenced Funds

Fenced Funds: (Accounts will transition to new checking accounts (2) and saving accounts (3) once new signature cards are updated. Currently, the saving accounts will carry a higher APY than current CD’s rate.

The “K12” Nupes will have to pay National’s dues only. Province and Local dues are covered by the Exchequer. The “K11” Nupes will have to make full payments this FY (GC, Province, and Local).

Fenced Funds: Line Items Amount Notes1. 50-50 Raffle Account 713.42$ Monthly Donations2. Housing Fund 447.99$ Year End Funding will add $1,000.003. Conclave "15" 1,500.00$ Year End Funding4. St Jude/HH -$ Year End Funding5. Senior Kappa Pins 875.00$ Carryover6. Silhouette Support 100.00$ Carryover7. Social Actions 920.00$ Year End Funding8. Piney Woods 301.00$ Monthly Donations9. Ach Foundation 18,500.00$ Year End Funding10. PDC Committee 550.00$ Year-End Funding11. MOIP "12" 1,911.52$ FY 13-14 Dues Payment12. MOIP "13" 2,067.81$ FY 13-14 Dues Payment13. Public Relations 600.00$ Year End Funding-Conclave Ad "2015"

Sub-Totals: 28,486.74$

TOTALS: 28,486.74$

A. Dues & General Operating ExpensesLine Items Budget Amt Adjusted Amt Revenue Expenses Balance

1. Dues $25,720.00 $23,605.002. Housing# $1,000.00 $650.00 $450.00 $200.003. Hosting# $5,900.00 $5,800.00 $5,800.00 $0.004. Grand Chapter* $1,500.00 $1,500.00 $435.10 $1,064.905. Province Council* $1,500.00 $1,500.00 $1,500.00 $0.006. Admin Expenses# $700.00 $500.00 $389.98 $110.027. Public Reltaions $2,500.00 $2,250.00 $1,638.71 $611.298. CRWLC* $1,300.00 $1,300.00 $1,233.80 $66.209. Hospitatlity/Member Svcs/Social Action $2,700.00 $2,200.00 $409.00 $2,386.94 $222.0610. Pan Hellenic $200.00 $100.00 $75.00 $25.0011. MOIP $500.00 $400.00 $379.45 $20.5512. Acheivement and Awards $600.00 $600.00 $526.99 $73.0113. Grand Chapter Insurance* $600.00 $600.00 $600.00 $0.0014. Kappa Foundation* $100.00 $100.00 $100.00 $0.0015. Polemarch* $1,800.00 $1,800.00 $868.88 $931.1216. Contingency Funds# $500.00 $385.00 $0.00 $385.0017. UnderGrad Assitance Fund* $2,000.00 $2,000.00 $1,493.65 $506.3518. Historian $0.00 $0.00 $0.0019. Development & Polemarch* $0.00 $0.00 $0.0020. Senior Kappa Recognition $820.00 $820.00 $600.00 $220.0021. Reclamation $200.00 $100.00 $0.00 $100.0022. Fellowship/Recreation# $700.00 $500.00 $75.00 $425.0023. Outreach Program# $600.00 $500.00 $381.75 $118.25

Total $25,720.00 $23,605.00 $409.00 $18,935.25 $5,078.75*Denotes fi xed accts & # denotes accts adj beyond 92%

Proposed Budget is based on 95 brothers (Life / Non-Life) paying $220 and 25 brothers (Retired Life / Retired Non-Life) paying $160 Local Chapter dues.

$220.00 $160.0095 25

$20,900.00 $4,000.00 $24,900.00

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Budget Execution Plan

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

2. Changes must be submitted prior to the Sep’s chapter meeting 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 12 Sep 13 (prior to the Sep’s meeting).

4. Approved budget will go in effect on 5 Oct 13.

5. Current recommended budget plan does not include increase in local dues.

6. Brothers can begin payment of dues for FY 13-14 at the Sep’s meeting (“K11” Nupeswill have to pay National, Province and Local dues. The “K12” Nupes will have to payNational’s dues only. Province and Local dues are covered by the Exchequer).

7. Payments to Grand Chapter (Insurance-$650.00-increase approved at the Concalve)and Foundation (Donation-$100.00) payments are due on 30 Sep 13. This suspense applies to both Beta Chi and Xi Theta Chapters.

Grnd. Chp. Province Local TOTALDues Dues Dues

LM / SLM & PLM -$ -$ 220.00$ 220.00$ LM / SLM -$ 40.00$ 220.00$ 260.00$ NL (ADP) 150.00$ 40.00$ 220.00$ 410.00$ RET LM & PLM -$ -$ 160.00$ 160.00$ RET LM -$ 40.00$ 160.00$ 200.00$ RET NL (ADP) 150.00$ 40.00$ 160.00$ 350.00$ RCG 150.00$ 40.00$ -$ 190.00$

INSTALLMENT PAYMENT PLAN (BY MEMBER TYPE):

Grnd. Chp. Prov/Local Grnd. Chp. Prov/Local Province Local Province LocalDues Dues Dues Dues Dues Dues Dues TOTAL

LM / SLM & PLM 55.00$ 55.00$ 55.00$ 55.00$ 220.00$

LM / SLM 65.00$ 65.00$ 65.00$ 65.00$ 260.00$

NL (ADP) 100.00$ $55.00 $55.00 $100.00 $100.00 410.00$

RET LM & PLM 40.00$ 40.00$ 40.00$ 40.00$ 160.00$

RET LM 50.00$ 50.00$ 50.00$ 50.00$ 200.00$

RET NL (ADP) 90.00$ 40.00$ 40.00$ 40.00$ 80.00$ 70.00$ 360.00$

RCG 50.00$ 50.00$ 50.00$ 40.00$ 190.00$

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 assess

7-Dec-134th INSTALLMENT1ST INSTALLMENT 3RD INSTALLMENT2ND INSTALLMENT

14-Sep-13 5-Oct-13 9-Nov-13

Dues Schedule for FY 13-14 (corrected slide)

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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

Retreat Key Points

1. Guide Right : Need manpower support for concession stands and Guide Right Program. A goal to obtain 8 hrs of community service from each members.

2. PDC Fundraising Plan:a. A total of 6 fundraising events, survey concerns and retreat comments (we

need to relook current fundraising plan). Ticket sales and support has dropped the last three years.

b. By event approval to obtain Chapter supportc. Possible venue change for Thanksgiving and Spring Jam

3. Foundation need to inform Chapter of the following:a. Fundraising Plan for FY 13-14 to offset Chapter’s fundraising requirement

($18.5K)b. Announce the $25.00 obligation per member and Corporate Support team.

4. Add PayPal link to website for Dues and Events’ Payments

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D-8

LONG RANGE PLANNING COMMITTEE 2013-2014

Committee Members: Committee Chair: Charles “Bad Chuck” Holden:Co-Chair: Al Knight: Curt Johnson Keith Anders Rodney HawkingVictor MoodyKeith Lovick

Mission: In support of the Polemarch’s vision for the Chapter, develop a comprehensive long range plan with goals and objectives that are realistic, substantive, and measurable.

Purpose: To provide structure to the chapter’s approach to accomplishing its goals and objectives outlined in the Hampton-Newport News Alumni Chapter of Kappa Alpha Psi, Inc. Strategic Plan. This approach will ensure everyone is focused on the same set of goals and objectives. The goals and objectives contained in the Strategic Plan will support the vision, goals and objectives of the Eastern Province and Grand Chapter of Kappa Alpha Psi, Inc. The Plan must:

– Provide guidance and continuity over a five-year period to include the current operating year.

– Be reviewed by and receive input from Chapter Program Chairmen.– Serve as a living document, and will be reviewed by the Long Range Planning

Committee and briefed to the BOD twice a year (in Feb & Jul). – Where feasible, be linked to Eastern Province and National Objectives of the

Fraternity, and inform Chapter programs. – The plan will be presented to the Polmarch prior to the Annual Retreat and will

become part of the Retreat Agenda. The plan will serve as the basis for the previous year’s assessment, and the upcoming year’s objectives and guidance provided by the Polemarch.

Year 2012-2013 Accomplishments:

– Conducted quarterly meetings to address Chapter long range goals and objectives and conducted semi and annual assessments of the Chapter’s goals and objectives.

– Worked closely with the Nomination and Election Committee to ensure at least 98% of the standing committees have Co-Chairs to provide depth and continuity for chapter operations. Updated the Chapter SOP and worked with committee and program chairmen to standardize procedures for conducting chapter internal operations.

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Budget Allocation: $0 Amount Expended: $0. A limited number of copies of the Strategic Plan for brothers without print capabilities will come from the chapter’s administrative budget.

Year 2013 - 2014 Goals and Objectives:– Update five year plan to focus on enhancing internal operational procedures rather

expanding the scope of chapter except through our current Outreach Committee efforts.

– Continue to revise and update the Chapter SOP to ensure it provides continuity for chapter internal day-to-day operations.

– Work to ensure the Polemarch goals and objectives for 2013-2014 are integrated into respective committee reports to include supporting activities/actions. (Where applicable)

– Consistent with large Chapter operations and responsibilities, continue to assess chapter growth/losses numbers to provide visibility as to possible reasons for gains/losses.

– Implement Transition Plan to transfer the roles and responsibilities of Long Range Planning Committee to younger brothers while providing the appropriate level of guidance to keep the Chapter moving forward.

– Continue to conduct meaningful mid and end-of-year assessments on Chapter goals and objectives.

Expected Budget (Itemized): $0

BOD Recommendation: Approved _____ Disapproved ________ Tabled

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D-9 MEMBERSHIP SERVICES AND BENEFITS

2013-2014

Committee Chair: Norris E. LambCommittee Members:

Co-Chair: John A. Moore Other members: William Revells, James Swann (Repast and Retreat)Gary Hunter + Roland Thompson (Tailgating)

• Purpose: To assure all brothers classified as sustaining members enjoy all the rights and privileges appertaining to such membership.

• Mission: Coordinate the tangible and intangible benefits that members receive by joining and supporting the Chapter. Responsible for the planning and conduct of chapter tailgates.

• Committee Function: Coordinates the tangible and intangible benefits that members receive by joining and supporting the chapter. Establish that:

There is a member need for service The service is unique and available to members only Funds are available to defray the administrative cost of the service

Current Year (2012-2013) 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. Assisted Senior Kappa’s in Sponsoring Chapter’s Cookout.

Proposed Activities for fraternity year 2013-2014 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. Repast: Ensure that meals are provided during monthly membership meetings and

other designated chapter sponsored events, such as the annual retreat, as needed. Social Activities: Organize and execute tailgates and other activities as designated

by the Board of Director/Chapter.

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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.

2012-2013 Budged: Allocated budget $2,700.00; Revised amt: $2,200.00\ Expenses: $2,316.24 Revenue (TGs): $ 409.00 Bal: $ 292.76

Requested budget for FY 2013-2014 Bereavement $ 600.00 Social Activities 2000.00 Savings Bonds – Newborns (2 ea @ $50) 100.00

$2700.00

BOD RECCOMMENDATION:

APPROVED_____DISAPPROVED_____TABLED_____

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D-10 PUBLIC RELATIONS COMMITTEE

2013-2014

Committee Co-chairs Rick Watson & Keith DavisCommittee members: Chris Belton, Richard Giles, Ron Bush, Irvin Crudup, Eric Hairston, Tommy Selden, Roland Thompson, David McClenney, Reginald Stanley, Duron Shearn, Peter Ford, Kelcey McDonald

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

• Purpose: 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. The committee exists to execute an effective communication plan which is based on the following objectives.

Enhance the image of the chapter to our community stake holders and among our chapter membership.

Maintain an effective line of communication in the chapter. Increase a broad understanding of the chapter’s mission to the public. Maintain a data base of local businesses, media, governmental, pan Hellenic officers,

and individual sponsors in our community. Develop strategies to promote the accomplishments of our chapter and the services we

provide to the community at large. (This is done through our website, chapter newsletters, the local newspaper, brochures, souvenir booklets, and the national chapter journal).


Submitted a one page AD for the 2013 conclave souvenir booklet Published two chapter newsletters for the fraternal year Produced a souvenir booklet for the 2013 Kappa Kasino Knight Transitioned to a new website Produced high quality Ads for community organizations and events Produced a slide show for Founder’s day and Kasino Knight Submitted monthly reports for Region V Kept local, national and community stake holders informed of our purpose and

mission through newsletters, chapter brochures, newspaper, face-book and the website

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Developed and produced an Ad for the Region V souvenir booklet

Year 2013-2014 Goals and Objectives: Continue to maintain and update the chapter website. Publish the Kappa newsletter four times a year and continue to brainstorm new ideas

to keep it interesting and informative. Look for innovative ways to keep our chapter members and community stake holders

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

Continue to provide Region V monthly reports, submit information to the local newspaper and keep our members informed through brochures, newsletters, face book, website and journal when possible,

Investigate the feasibility of creating a chapter email domain. Investigate the value of designing and using a QR reader for the chapter.

Expected Budget: FY 13/14: $ 2,000.00 Web Site Maintenance: Printing and copying cost for newsletters, brochures, Souvenir booklet and

newspaper. Color Laser Ink Jet cartridge AD production cost

BOD Recommendation: Approved:_____ Disapproved:_____ Tabled:_____

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D-11

ACHIEVEMENTS AND AWARDS PROGRAM COMMITTEE2013-2014

Committee Chairman: Brother Reginald Bowens

Committee Members: Brothers Fred Barnes, Miles Davis, Perry Fontenot, Corey Gordon, Curt Johnson, Joseph Mingo, William Revells, Thomas Selden, and David Spratley

• Purpose: The Achievement and Awards Program is designed as an incentive to members

of the Chapter by recognizing Brothers who continue to excel annually in selected fields of human endeavor. Additionally, this program is intended to assist the Chapter in providing role models for our international Training for Leadership initiative.

• Committee Functions : This committee shall consist of a chairmen appointed by the

Chapter Polemarch and members selected by the Chairman. One of the main functions of the committee is to encourage the participation of all Brothers in the awards process by submitting petitions to the Achievement and Awards Committee (A & A Committee) before the established deadline. The A & A Committee shall examine the petitions to determine the qualifications of the candidates. Awards shall be determined by a majority vote of secret ballots cast by the members of the committee present and voting.

• The committee established the minimum criteria for recognition and evaluation of candidates approved by the Board of Directors as follows:

The candidate must have been financial with the Chapter during the Fraternity year of selection.

The candidate must have actively participated in and supported Chapter meetings, programs and activities, and assigned to at least one Chapter committee throughout the year.

The candidate must be nominated by their committee chairman or other financial Brother.

The attached form entitled Hampton-Newport News Alumni Chapter, Kappa Alpha Psi Fraternity, Inc. Nomination For Award, must be used by Committee Chairmen and other Brothers to nominate candidates for any category of award.

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• The committee shall identify appropriate categories of awards from the listing provided by the Eastern Province Achievement and Awards Committee to be recognized at the Chapter level. Accordingly, the categories for awards presented at the chapter level shall be as follows:

Brother of the Year Award (selected by Chapter Polemarch) Community Service Award Professional Service Award Fraternity Service Award

*Note: Brothers selected as Brother of the Year and top honorees for each of the above 3 categories will represent the Chapter at the Province level.

• Mission: In support of the Polemarch’s vision for the Chapter, solicit from Committee Chairmen and individual Chapter Brothers nominations of Chapter Brothers who have excelled in the appropriate categories for awards.

• Current Year (2010-2011) Accomplishments :

Presented certificates for citations in all the categories for Chapter- and Province-level awards at the Chapter’s annual Achievement and Awards Program reception held on7 August 2010 at the Embassy Suites, Hampton.

Information on Brothers receiving achievement awards for the year 2009-2010 was provided to the Public Relations Committee for publication.

Additional verbal and written information regarding available achievement awards at the Province level and the criteria for selection was provided verbally during monthly Chapter meetings and via e-mail to the general membership as well as committee chairmen.

Chapter representative attended the 2010 Province Achievement and Awards Committee meeting held at VCU on April 3rd.

Submitted partitions to Province for the Jay Crosby, Bert Wadkins, and Leon W. Steward Awards, resulting in the Chapter winning the awards in all 3 award categories. We also submitted the 3 petitions to Grand Chapter for consideration. (Winners will be determined at the 80th Grand Conclave meeting in July 2011. We will update this report after the Conclave.)

Budget Allocation : $500.00 Amount Expended: $988.88*

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* An additional $500.00 was provided by the Public Relations Committee to defray expenses incurred in preparing and shipping Guide Right petitions to Grand Chapter.

Goals for 2011-2012 :

Increase participation of Chapter members who nominate Brothers to receive achievement awards at the end of the Fraternity Year. To assist in the achievement of this goal, a baseline achievement scorecard will record Brothers’ (potential candidates) attendance at Chapter and committee meetings and their participation in achieving Chapter’s goals and objectives listed in the Strategic Plan.

Continue to coordinate newsworthy achievement and awards incidents with the Public Relations Committee for publication Chapter in our PHYNOOPY NEWS newsletter, local newspapers and the Kappa Journal.

Encourage Chapter Brothers to draft petitions for Province awards in the following 2 categories:

o William L. Crump History Awardo Donald Murphy Military Achievement Award

Provide representation at the 2011 Province Achievement and Awards Committee meeting for selecting candidates for Province-level awards

Provide for Chapter representation at the 2012 Province Achievement and Awards meeting for selecting candidates for Province-level awards.

Continue to implement and improve the Achievement and Award Program.

Expected Budget (Itemized):

ITEM ESTIMATED COST

Certificate Frames for Province-level awards (3 each X $ 20) $60.00

Certificate holders for 20 Fraternity Service awardees $40.00

Parchment paper for awards $18.00

Plaque (Citizen of the Year) $110.00

Color Laser Jet ink cartridge $39.00

B/W Laser Jet ink cartridge $33.00

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• Travel Expense (Province Achievement and

Awards Committee Meetings) 60.00

Total: $ 360.00

BOD Recommendation: Approved ____ Disapproved ____ Tabled ____

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D-12

INTERNAL AUDIT2013-2014

Committee Members: Aaron GilesGerald Bell

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


No discrepancies were noted

Budget Allocation $0 Amount Expended $0


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D-13 SENIOR KAKPPA/50-YEAR BROTHERS RECOGNITION

2013-2014

Committee Chairman: Brother Bill Revells “Father Time”

Core Committee members: Brothers William Revells, Irving Crudup, Norris Lamb, Augustus Owens, Jimmie Williams, Jr., Curtis Johnson, and Thomas Holloman. (All Senior Kappas/50-Year Brothers are members of this committee by authority of the Chapter bylaws.)

Purpose: To increase the involvement/participation of Senior Kappas through outreach and recognition activities, by planning and executing special programs. These are in coordination with the province Senior Kappa 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 Kappas in the Greater Virginia Peninsula area who are inactive. Supportive functions include encouraging inactive Senior 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 Kappas for Achievements through longevity.

Current Year Accomplishments (2012-2013): Provided more than 100 toys for Christmas to students at Magruder Primary School in

Newport News. Planned and sponsored the Senior Kappa Cookout that was held May 18th at the Boys

and Girls club. This event was attended by Senior and non-Senior Chapter Brothers. Provided funds for the $500 Senior Kappa Scholarship in support of the Social

Actions Committee program. Supported the Guide Right Athletic Association Program by having at least one Senior

Kappa Brother assist with the concession stand operation at the football games held at Gosnold’s Hope Park, and Lindsay Middle School.

Projected Activities for Fraternity Year 2013-2014: Sponsor a Senior Kappa Reclamation Breakfast with a goal of reclaiming at least one

(1) inactive Brother. Continue to provide Kappa Toys to students at Magruder Primary School. (Partnering

with the U.S. Marine Toys for Tots program, if possible). Sponsor the Senior Kappa/50-Year Brothers Recognition Program Day cook out at the

Boys and Girls Club during the third week in May 2014. Raise funds for the 2014 Senior Kappa Scholarship in support of the Social Actions

Committee scholarship program. 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’s Hope Park.

Plan to recognize one (1) new Senior Kappa with a membership certificate.

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Support Kasino Night by purchasing a full page ad. Support the Kappa Golf Tournament by providing logistical support.

Expected Budget for FY 2013-2014: $835.00

Certificate Holders $ 60.00 Senior Kappa/50-Year Brothers Program celebration day 700.00 Administrative Supplies (postage, cartridges, paper, etc.) 75.00

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D14 SILHOUETTE LIAISON

2013-2014

Committee Chair: Charles “Chuck” Simmons Committee Members: Eugene Johnson, Curtis 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.

Year 2012 - 2013 Accomplishments:

1. Communication:

a. Met with the Silhouettes as a group to provide information on potential areas of support for the Hampton Newport News Alumni Chapter, and maintained open communication dialogue with the Silhouette President.

b. An active Kappa member facilitated three sessions to enable the Silhouette membership to define their goals, objectives, and yearly activities.

2. Activities:

a. Supported the Silhouettes in the planning and execution of the annual Christmas Party.

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

c. Three (3) Silhouettes registered and attended the Province Council.

d. Three (3) Silhouettes are registered for the 45th National Silhouette Meeting to be held during the 2013 Conclave.

e. A Silhouette holds a Province Silhouette office (Financial Secretary).

f. A Silhouette holds both a National and a Province Silhouette office (Financial Secretary and Province Coordinator).

3. Support Community Service/Chapter:

a. The Silhouettes donated $200.00 in support of the chapter’s Kappa League Student of the Year (SOY) selectee who was also selected to represent the Province at the national SOY

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completion during Conclave. A Silhouette provided air fare for the student’s mother to accompany him to the national completion.

b. Silhouettes purchased a full page ad for Kasino Night

Year 2013 - 2014 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 Widow's tea; (3) host a Children's Christmas Party in addition to the adult party, (4) provide additional support of the Kappa League and Kappa Cardinals, physically and financially.

3. Encourage open communication and provide bi-monthly 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:

$100.00: Support of the Children's Christmas Party and/or the Widow's tea.

BOD Recommendation: Approved ____ Disapproved _______ Tabled ______

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D-15 HOUSING COMMITTEE REPORT

2013-2014

Committee Chairman: Stephen Morgan

Committee Members: Eugene Johnson, III, Kelvin Blue, Kennith Swanson, Clarence

Bazemore, Perry Fontenot, Ryan Smith (Xi Theta) and Bryan Goodman (Beta Chi)

Committee Mission: This committee is responsible for the maintenance and upkeep of the Frat room at the Boys and Girls club. In addition, the committee is responsible for identifying secondary meeting sites when the Boys and Girls Club is not available.

Current Year 2012-2013 Accomplishments:

– Repaired toilet, install weather stripping, repair crack at door, repair roof leak and installed blower motor for HVAC

– Initiated HVAC inspection (determines bad boards and flow switch prior to completing testing). AC and Heat are now working.

– Requested Smith & Keene assist with HVAC services with support from Brother Stephen Morgan during repair and testing. Visit and troubleshooting at no cost.

– Lubricated draft motor and allowed system to operate until new parts were received – Installed draft motor and igniter repair cost parts only Smith and Keene – Built three (3) benches for all Kappa Cardinal football helmets and pads with purchased

lumber 2013-2014 Goals and Objectives:

Replace water heater …………….……………………………………..$325.00

Install pest control fy 2013/2014…($10.00/month @12 months) …….$120.00

Cleaning Supplies………………………..………………………………$50.00

Install additional lighting fixtures bathrooms ……………………….….$75.00

Purchase floor standing cabinet for plastic cups and paper products….$130.00

Install Cox Cable TV and internet service for wireless internet (approx. $40/month depending services selected)………..…………………...…$500.00

2013-2014 Budget: $1,200.00

D-16

MEMBERSHIP DEVELOPMENT COMMITTEEE

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2013-2014

Committee Chairman: Clifford McMillan

Committee Members: Roland Thompson, William Baker, Reggie Stanley, Gerald Bell,

Maurice McMillan, Victor Moody, Jerry Little, Arthur Price, Kirk Johnson, Frank Smith,

Rodney Hawkins, James Sears, Eric Hairston

Committee Mission: 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.


Conducted online resume writing workshop

Emailed slide presentation on how to avoid back pain to members

Attempted to get leadership to utilize yahoo group to communicate

Provided consultation to new collegiate advisors

2013-2014 Goals and Objectives:

Embed membership development in all chapter activities

Conduct various seminars for all chapter members (finance, health, social media,

event planning, etc)

Facilitate the use of collaborative tools and teleconference as routine business

Adopt the Kappa Riders under the Membership Development Program to promote

rider coaches for new chapter riders

2013-2014 Budget: N/A

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D-17 BYLAWS 2013-2014

(Issued under separate cover)See Current Bylaws on Web Site at http://hnn-kappas.com/

Committee Chairman: Roland Thompson Co-Chair: Reginald A. Stanley Committee Members: Recommended - Linwood Smith, Richard Giles, Clifford

McMillan, Rodney Hawkins.

Mission: In support of the Polemarch’s vision for the Chapter, develop and maintain the Chapter Bylaws that shall govern the conduct and management of Chapter business throughout the Fraternity year.

Current Year 2012 - 2013 Goals and Objectives: Work with the Polemarch and Board of Directors to ensure the 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) Robert’s Rules of Order; (v) the Long Range Planning Strategy; (vi) the Chapter Standing Operating Procedures and (vii) such other regulations as may be established by the Grand Board of Directors of Kappa Alpha Psi Fraternity, Inc.

To ensure accuracy and currency in the Chapter Bylaws.

Current Year 2012-2013 Accomplishments: Maintained cognizance of required changes to the Chapter bylaws. Represented the Chapter on the Eastern Province Bylaws update initiative

Year 2012 - 2013 Goals and Objectives: (Continued) To update the Chapter bylaws to conform with changes to the Province bylaws and

decisions made during the national conclave. To review, accept and process Bylaws changes IAW Article VIII of the Chapter

Bylaws. To educate the Chapter (Board and members) on the Chapter bylaws and their intent

and meanings.

Expected Budget (Itemized): None


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D-18

HOSPITALITY 2013-2014

Committee Chair: James Swann Committee Members: Neophyte Members

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.

Committee Function: 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.

Current Year (2013-2014) Accomplishments

Maintained the set-up for the 50 year Brothers designated tables 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. Continued to cater to the 50 Year Brothers tables to make sure their needs are meet The K-10 line was trained on expectations for repast and setup.

Proposed Activities for fraternity year 2013-2014

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

Increase the number of members to attend the Kappa Cook Out. (Although well attended, it would be great if the numbers were a lot higher, by having brothers bring another brother as we do for chapter meetings)

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

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.

In the proposed budget add funds for Kappa Aprons for the Brothers that serve. (10 Aprons at $20 for a total of $200) (Did not occur during year 2009 - 2010

Continue to take advantage of sale prices when its time to replenish supplies and drinks.

Celebrate 50 Year Brothers Birthday Month with a small snack (cupcake, or ice cream, etc)

Work with Housing and Exchequer to get storage cabinets in Frat Room to store hospitality supplies

Requested budget for FY 2013-2014

Repast (to include retreat $500) $5,500.00 Aprons + 200.00

$5,700.00 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. We want to partner with the Senior Kappa’s to sponsor a Chapter wide Cook-Out.

Budget Allocation – 2013-2014: $5,700.00

BOD RECCOMMENDATION:APPROVED_____DISAPPROVED_____TABLED_____

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D-19

NOMINATION COMMITTEEAppointed by Polemarch during Election Process

Enduring Duties and Responsibilities

Committee Name: Nomination

Committee Chairman: Appointed by the PolemarchCommittee Members: Designated by the Polemarch and the Committee Chairman

Authorization: By-Laws, Article VII

Purpose: The committee reviews and makes recommendations regarding chapter member nominees who are qualified to serve as chapter officers, board members, and committee chairmen. The committee chairman will present a report to the membership concerning nominations and elections.

Procedure: The members of the Nominations and Elections Committee are selected by the Polemarch at the February regular meeting. The Polemarch will also select seven sustaining members to form the committee.

Committee Chairman’s ResponsibilitiesFebruary

Review the Policies and Procedures for the Nomination Committee with the committee members.

Develop a schedule to include receipt of nominations notification of candidates of the election date refer names of members not selected to the Polemarch for consideration

for committee assignment

Committee Responsibilities:March

Review a “short list” of candidates for each position. Develop a slate of qualified candidates to be presented at the April regular

meeting. Consider the discussions related to potential nominees to be confidential.

Committee members are prohibited from disclosing information pertaining potential and final nominees to the membership.

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Elections: Process will be conducted IAW Chapter Bylaws.

Candidates shall be elected at the May regular meeting by plurality of votes cast.

Criteria for Selecting Candidates

Candidates for a chapter position must be financial and in good standing. Candidates must have the skills needed for the position and demonstrate a

commitment to the chapters’ goal. Committee must look for a mix of “senior” and new members. Candidates must be available to attend regular or call meetings. Committee members are not eligible for an office during their tenure. Only one candidate shall be selected for each position. Candidates for Exchequer need experience with financial plans, worksheets, and

budgets.

SUGGESTION

Encourage new brothers to serve on committees and become candidates for elected positions. (A wonderful professional development opportunity.)

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D-20

RECLAMATION COMMITTEE2013-2014

Committee Chairman: Brother Cletus I. K. Romney

Committee Members: Brothers Ike Jones, Asa Jenrette

Mission: Support of the Polemarch’s Vision for the Chapter to increase membership, by reclaiming 10 inactive Brothers annually with the support of membership. Contact recent college graduates and invite them to join the chapter.

Purpose: The objective of the Reclamation Committee is to develop and initiate a reclamation program that identifies inactive Brothers, target them, and invite them back into the fold. Our goal to maintain a record of those contacted for future reference. To accomplish this objective, the committee identifies important steps for the process of the reclamation effort to include: identifying inactive Brothers, developing a tracking mechanism for inactive Brothers, establishing contact with said Brothers, and closing out the reclamation process once the Brother is reclaimed.

Committee Functions : This committee shall consist of a chairmen appointed by the Chapter Polemarch and members selected by the Chairman. One of the main functions of the committee is to encourage the participation of all Brothers in the reclamation process by requesting that they submit names of inactive Brothers in the Greater Virginia Peninsula Area or who have recently moved into the area. An “Inactive Brother “is defined as a Brother who has not been active at either all or at least one level (levels: Grand Chapter, Province, or Local). The committee will also focus on recent graduates who will be remaining in the area for employment or graduate studies after graduation.

Reclamation Process: The committee has established a two prong approach to reclaiming inactive Brothers and inviting recent college graduate Brothers to join the fraternity, which are: the “Reclamation of Inactive Brothers” and the “College to Alumni Transition Forum.”

Reclamation of Inactive Brothers

o Identify Inactive Brothers

The initial step in the reclamation process is to canvass the Chapter membership for the names of Brothers in the Greater Virginia Peninsula Area who have recently moved into the area. The information collected includes names, telephone numbers,

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home and email addresses. This information is shared with the Keeper of Exchequer who verifies the potential Brothers’ validity as a member of Kappa Alpha Psi.

o Establish Contact

Initial contact is made by committee members via email, telephone, and/or sending a reclamation packet to each Brother identified in the first objective above. Each packet contains a:

Formal welcoming letter; Reclamation Memo (requesting member Fraternity number, chapter

from which initiated; An annual schedule of activities; Calendar showing all meeting dates, dates of scheduled meetings, dates

for chapter and chapter-related events, etc.; Schedule of the Fraternity’s annual fund raising events; and Copy of the Chapter’s latest Phinoopy News Newsletter, containing

letters from the Polemarch and Editor, functions sponsored and/or attended, and chapter/individual member accomplishments during the quarter.

o Inactive Brother Tracking Mechanism

From the contacts made, a data base is established to include the Brother’s member number, name, address, phone number, profession, email address, and notification of scheduled events. Once established, the following actions are taken:

Enter the inactive Brother’s name and date once the information packet is mailed to him

Follow up by telephone or email to ensure inactive Brother received the packet

Contact inactive Brother at least monthly with a reminder email sent by the Keeper of Records containing date, time and place of the next Chapter meeting; and helpful announcements/information to assist the Brothers in deciding to attend the next meeting. We contact each inactive Brother several weeks before all scheduled fund raising events and Guide Right events (Kappa Leadership League and Kappa Kardinal Athletic League activities

Maintain copies of the mail-out reclamation memorandum; and Update the data base on a periodic basis

o Reclamation Close-out

The final objective to close-out the reclamation process is to confirm with the Keeper of Exchequer that the inactive Brother has initiated the dues payment plan or has paid dues in full. Provided at least one dues payment is made, the reclaimed Brother’s name is

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transferred to active status. The final step consists of sending a letter of congratulations and welcome to the reclaimed brother.

College to Alumni Transition Forum

o Undergraduate Advisory

With the assistance of the Undergraduate Advisors, establish a list of Juniors who will graduate in the upcoming year from the local universities

Host a College to Alumni Transition Forum for the universities in the greater Peninsula area to expose and address the benefits of joining an Alumni chapter immediately after graduation

Provide guidance, mentorship, leadership and support to the undergraduate Brothers who are staying in the area and to those departing the area.

Current Year (2012-2013) Accomplishments :

Contacted in excess of 30 potential reclamation candidates based on the names submitted by the membership

Provided reclamation packets to all potential reclamation candidates

Reclaimed three Brothers for this year

Budget Allocation : $200.00 Amount Expended: $200.00*

* Budget Allocation has been used for the “College to Alumni Transition Forum; however, the Reclamation Committee did not host the forum this year.

Goals for 2013-2014 :

Increase the number of reclaimed Brothers for the year to meet and/or exceed the annual number of reclaimed Brother mandated by International Headquarters

Continue to encourage members to submit names of potential reclamation candidates

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

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

Projec ted Budget (Itemized):

ITEM ESTIMATED COST

College to Alumni Transition Brochure $ 60.00

Refreshments 10.00

Sandwich Tray 15.00 Fruit Tray 15.00 Condiments 5.00 Folders 30.00 Packet Printing 30.00

Total: $ 165.00

BOD Recommendation: Approved ____ Disapproved ____ Tabled ____

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D-22 PENINSULA PAN-HELLENIC COUNCIL

(PPHC) REPRESENTATIVE2013-2014

Peninsula Pan-Hellenic Council Rep: Keith Davis


Excellent turn-out to the Pan Hell awards banquet to honor our Chapter Man-of-

the-year.

5 Chapter members at the Hampton Town Center Holiday bell-ringing

12 Chapter members participated in Pan-Hell Cookout. Best turn-out to date.

2013-2014 Events

PPHC Awards banquet: November 2, 2013-Point Plaza Hotel

PPHC cookout – June -June 1, 2014, Loc. TBD.

2013-2014 Budget:

Annual Dues $75.00

Hosting- $75.00

Tickets for Chapter/Greek Man-of-the Year awardee and guest for the Pan-Hell

awards banquet $80.00

Estimated budget $ 230.00

ISSUE: We need to find a new Chapter Pan-Hell Representative

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D-23OUTREACH

2013-2014

Committee Chair: Anthony Garner Committee Members: support as required for specific events

Mission/Purpose: Continue to serve the community and 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 and Williamsburg communities. Remain focused on our Guide Right program and work within existing committees to establish enduring partnerships with civic, commercial, charitable, and other organizations to build a better community and advance the long term goals of our great fraternity and local chapter.

Vision: The Outreach Committee will seek opportunities to serve our community and advance the long term goals of our chapter through the development of partnerships with key education, civic, and other organizations either by expanding upon existing programs such as the Guide Right, Public Relations, and Programs and Development or recommending and developing new programs to achieve our agreed upon goals. Through initiative and action the Outreach Committee will demonstrate to all our commitment to improve the Denbigh and Williamsburg communities and therefore enhance Hampton-Newport News (VA) Alumni Chapter influence and visibility.

Engagement Plan: To ensure all activities contribute to the positive growth of the Denbigh and Williamsburg areas by first understand the environment and needs of the local community, building rapport and support through actions not words, earning the trust of the community through deeds not words, and establishing a sustainable outreach program. Actions shall include coordination and action with the following:

Charity Organizationso Adopt or assist four shelterso Example would be holiday baskets, time, or simple donations such as

hygiene products (soap and shampoo)o Kappa coat drive to support shelters

Strategic Engagement Eventso Coordinate participation in community events such as the March of Dimes

parade, Breast Cancer Awareness walks, and other charitable eventso Participate in any community midnight watch events

Wounded Warrior Program

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oParticipate in two Wounded Warrior events or activities oChapter VA Hospital visit

Current Year (2012-2013) Accomplishments Big Brothers Big Sisters of the Greater Virginia Peninsula Bowling fundraiser Shelter gift bags (approximately 25 bags given to three local shelters) Shelter Fund Raiser – support given to cooking fundraiser

Proposed Activities for fraternity year 2013-2014:

Plan, prepare, and execute at a minimum one event per quarter Strengthen the partnership with the Wounded Warrior Program Add a fourth shelter to support with Holiday donations Integrate the Outreach Committee calendar with all other committees to ensure

there are no conflicts or unnecessary financial or other strain placed on the chapter Develop a professional partnership with key civic and community leaders – seek

an opportunity for the Chapter and Guide Right to participate in a community parade

Requested budget for FY 2013-2014

Registration for parades and other high value events: $100 Supporting one to two events at homeless shelter: $200 Supporting Wounded Warrior Program: $200 Supporting one event at a local boys & girls club: $100 Administrative support: $100 Community event: $100

Total: $800

Comments: Existing committee coordination and support required to execute FY14 plan.

Budget Allocation – 2013-2014: _____________

BOD RECCOMMENDATION:APPROVED_____DISAPPROVED_____TABLED_____

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D-24

ACHIEVEMENT FOUNDATIONCHAPTER REQUIREMENTS ONLY

2013 – 2014

President: Roland White

Status of Chapter Support to the Foundation

Beginning Balance: $22,438.42 Income:

o Contributions: 21,408.76o Interest (savings): 17.06

Total Income and funds available: $43,864.24 o Chapter Expenses:

o Guide Right/Kappa League: 3,243.75o Athletic Association: 5,490. 00o Scholarships: 10,056.69*o Baskets: 1,750.00 o Other (DST R&W Cotillion) 150.00

o Total Charitable Mission: 20,690.44

o Other Expenses: 235.81o Total Expenses 20,926.25 o Total Income minus Total Expenses

$43,864.24- 20,926.25 = 22,937.99

Balance at the end of the year: 22,937.99

Income

oEarned Income: $18,500.00

o Fund Raising: $18,500.00 *

o Investments & Other Earned Income-$0

Expenses: $18,500.00

o Programs

o Guide Right/Kappa League $ 6,000.00

o Kappa Kardinals (BB) $ 500.00

o Scholarships $ 5,000.00***

o Kappa Kasino Night Advance Pmt. $ 3,500.00

o Thanksgiving & Christmas Baskets $1,700.00

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o Allied Programs Requested Donations $ 1,000.00

o Administration $ 800.00

* Chapter Fund Raising Activity – Kasino Nigh/Souvenir Book Ads and Golf Tournament

*** Includes $2,000 Endowment; Supported Scholarship: Suber: $1,000; Felton: $500, Lamb: $500; Walker: $500; Wyatt: $500;

Fraternity Year 2012-2013

o *Chapter Donation: $12,700

o Funds were expended on scholarships, Guide Right (Kappa League), Athletic

Association, Thanksgiving/Christmas Basket

o *Underwrite 2013 Kasino Knight ($3,500)

Funding Request for Fraternity Year 2013-2014

o Requested chapter funding - $18,000

o Funds will used to: Support scholarships, Guide Right (Kappa League), Athletic

Association and Thanksgiving/Christmas Baskets, Contributions to

o Other Organizations, Administrative Spt.

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Documents

Strategic Plan - hnn-kappas.comhnn-kappas.com/.../KAPPA-STRATEGIC-PLAN-2013...1 … · Web viewStrategic Plan. 2013-2018. 1 ... for each year by categories as identified in the