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INFORMATION & REGISTRATION
SOUTHEASTERN REGIONALCONFERENCE
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Phi Beta Sigma Fraternity, Inc.Southeastern Regional Conference
March 31 - April 3, 2016Holiday Inn World’s Fair Park • Knoxville, TN
The Southeastern Regional Conference of Phi Beta Sigma Fraternity, Inc. is the Regional Meeting of the chapters representing the states of South Carolina, North Carolina and Eastern Tennessee – where delegate representatives convene to plan programs, discuss fraternity business of International and Regional concerns, attend leadership and personal development workshops, and network in a collegial setting.
pbs1914SEconference.org
SOUTHEASTERN REGIONALCONFERENCE
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Greetings from the Southeastern Regional Director 2
Hotel Accommodations 3
Conference Deadlines 4
Special Event: Best of the Best Stroll Off 5
General Information 6-7
Registration
Attire
Opening Ceremony
William Sherman Savage Scholarship Awards Luncheon
Southeastern Regional Grand Orchid Ball & image Awards
Workshops
Diamond, Golden and Silver Scroll Brothers
Brotherhood Bowling Event
Omega Ceremony
Communication
Special Event: Brotherhood Bowling 8
Conference At-a-Glance 10
Special Event: Orchid Ball 11
Conference Registration Form 13
Diamond, Golden, Silver Scroll Recognition Form 14
Graduating Senior Recognition Form 15
Sigma Beta Senior Recognition Form 16
Omega Chapter Citation Form 17
Souvenir Journal Ad Form 18
James T. Floyd Hall of Fame Citation Form 19-20
James T. Floyd Hall of Fame Resolution Form 21
Chapter Delegate Form 22
Constitution Change Request Form 23
Committee Report 24
Regional Candidate Nomination Form 25
Collegiate Brother of the Year Form 26
Alumni Brother of the Year Form 27
Greetings from the Southeastern Regional Director 2
Hotel Accommodations 3
Conference Deadlines 4
Special Event: Best of the Best Stroll Off 5
General Information 6-7
Registration
Attire
Opening Ceremony
William Sherman Savage Scholarship Awards Luncheon
Southeastern Regional Grand Orchid Ball & image Awards
Workshops
Diamond, Golden and Silver Scroll Brothers
Brotherhood Bowling Event
Omega Ceremony
Communication
Special Event: Brotherhood Bowling 8
Conference At-a-Glance 10
Special Event: Orchid Ball 11
Conference Registration Form 13
Diamond, Golden, Silver Scroll Recognition Form 14
Graduating Senior Recognition Form 15
Sigma Beta Senior Recognition Form 16
Omega Chapter Citation Form 17
Souvenir Journal Ad Form 18
James T. Floyd Hall of Fame Citation Form 19-20
James T. Floyd Hall of Fame Resolution Form 21
Chapter Delegate Form 22
Constitution Change Request Form 23
Committee Report 24
Regional Candidate Nomination Form 25
Collegiate Brother of the Year Form 26
Alumni Brother of the Year Form 27
table of contents
Greetings Southeastern Region Brothers,
On behalf of the Southeastern Regional Board, it is indeed an honor and pleasure to welcome you to the bi-annual Southeastern Regional Conference. This conference will be held March 31, 2016 – April 2, 2016, at the Holiday Inn World’s Fair Park located in Knoxville, TN. Located within the Conference Packet, you will find the registration and conference forms along with detailed information about the Conference. This year, you will continue to have the opportunity to register online to attend this conference.
The Brothers of the Phi Sigma and Kappa Chi Chapters are excited to serve as the host chapters for the conference. These Brothers are diligently working to ensure the brothers and guests experience a great time in Knoxville and depart with a desire to return in the future.During the conference, you will have the opportunity to attend valuable workshops, learning labs and business sessions. These sessions will allow us to become a more productive fraternity in the future. We will receive strategies on implementing our International Initiatives and Updates from our International President, International Executive Director, and Your Elected Southeastern Regional Board Members.
Rooms have been placed on reserve at the Holiday Inn Knoxville Downtown at the conference rate of $105 + tax & parking. Please use the group code “PHI” to receive this discounted rate. The deadline to receive this special rate is March 1, 2016.
Brothers, we are looking forward to seeing you in Knoxville in March 2016!!!
Fraternally,
William J Frasier, Jr. William J. Frasier, Jr. Southeastern Centennial Regional Director
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welcome
Holiday Inn Knoxville Downtown525 Henley StreetKnoxville, TN 37902(865) 522-2800
Single/Double $105 per nightParking $8 per nightCheck-in 3:00 PMCheck-out 12:00 PM
Reservations made over the Internet or via phone should use the code: PHI. Deadline for the specail rate is March 1, 2016.
Book your room at pbs1914SEconference.org today!3
accommodationswelcome
All items must be postmarked by the corresponding date:
Early Bird Registration January 31, 2016
James T. Floyd Hall of Fame February 15, 2016
Regional Candidate Notification Form February 15, 2016
Law(s) and Revisions Constitutional Amendments February 15, 2016
Regular Registration Deadline February 28, 2016
Graduating Seniors Forms (Fall 2015 / Spring 2016) February 28, 2016
Sigma Beta Graduating Seniors Form February 28, 2016
Diamond, Golden, Silver Sigma Scroll Form February 28, 2016
Collegiate and Alumni Brother of Year Form February 28, 2016
Omega Chapter Citation February 28, 2016
Conference Journal Ad Form February 28, 2016
Late Registration Deadline March 15, 2016
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conference deadlines
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IMPORTANT INFORMATION FOR ALL BROTHERS
Chapter Presidents and Chapter Advisors please copy and disseminate a copy of this packet to your respective chapters.
REGISTRATION
Please refer to the registration letter in this package for complete registration information.
Two ways to register:
1. Online at pbs1914SEconference.org
2. By mail: All official checks and/or money orders should be made payable to Phi Beta Sigma Fraternity, Inc and mailed with the applicable registration form(s) to:
Brett Porterfield Southeastern Regional Treasurer PO Box 39109 Charlotte, NC 28278
ATTIRE
Thursday, March 31 Day – Sigma Casual: Sigma Polo and Slacks Opening Ceremony Attire – Black Suit, White Shirt, Sigma Bow Tie and Dress Shoes
Friday, April 1 Business Attire: Dark Suit is required for ALL CONFERENCE ATTENDEES. All Brothers are asked to wear Dark Suit, White Shirt, Blue Tie and Dress Shoes. Appropriate business attire will be enforced.
Saturday, April 2 Day - Navy Blazer, White Shirt and Khaki Slacks
Grand Orchid Ball / Image Awards –Tuxedo or Black Suit is Preferred
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general conference info
OPENING CEREMONYWe will begin our celebration with an Opening Ceremony on Thursday, March 31, 2016. All Brothers are asked to wear a Black Suit, White Shirt, and a Sigma Bow Tie. As part of the Opening Ceremony we will recognize Trailblazers in the Knoxville community, in addition to being entertained by some first-class entertainment.
WILLIAM SHERMAN SAVAGESCHOLARSHIP AWARDS LUNCHEONThis luncheon, which will recognize our Regional Awards Winners and Scholarship Recipients, will be held on Friday, April 1, 2016. Collegiate and Alumni Brothers will receive their luncheon ticket as a part of the registration cost. The luncheon will be open seating. Additional tickets will be available for purchase.
SOUTHEASTERN REGION GRAND ORCHID BALL & iMAGE AWARDSOn Saturday, April 2, 2016, we will host our fraternity’s Signature Black-Tie Gala, the Orchid Ball - SOUTHEASTERN STYLE!!! The Orchid Ball will culminate our multi-day Regional Conference. It is an elegant evening that will include a cocktail reception and dancing to the music of a live band that is guaranteed to wow the crowd and have you wobbling off of your feet. An impressive “Grand Orchid March” with hundreds of Brothers wearing beautiful orchid leis from Hawaii entering the ballroom and marching around the entire area with pride will seal the evening. We will end the evening with the singing of our fraternity hymn.
WORKSHOPSPlease check the 2015 Leadership Conference website for the list of workshops at this year’s conference.
DIAMOND, GOLDEN AND SILVER SCROLL BROTHERSThe Southeastern Region will add to its record of Diamond (75 years of service), Golden (50 years of service) and Silver (25 years of service) Brothers in the region. This Scroll will contain the name of Brothers who have reached these great milestones in their Sigma Career. Once a Brother’s name has been added to the scroll he cannot be recognized until he reaches the next milestone.
BROTHERHOOD BOWLING EVENTThe Brotherhood Bowling Event will be held on Friday, April 1, 2016.
OMEGA CEREMONYOn Friday, April 1, 2016, we will commit all brothers that have transitioned to the Omega Chapter. Please submit all names by the required deadline.
COMMUNICATIONStay updated connected and updated by following the conference’s website and social media:
pbs1914SEconference.orgfacebook.com/PBSsoutheasternregion
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SOUTHEASTERN REGIONALCONFERENCE
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THURSDAY, MARCH 31
Conference RegistrationConference Committee MeetingsPre-Conference Regional Board MeetingRegional Community Service ProjectOpening CeremonyRegional Director’s Reception The Best of the Best Stroll Off CompetitionHost Chapter Hospitality Suite
FRIDAY, APRIL 1 Conference RegistrationFirst Plenary SessionOmega & Rededication CeremonySecond Plenary Session William Sherman Savage Scholarship Awards LuncheonRegional Conference Picture WorkshopsRegional Candidates ForumConference Committee Meetings1914 Club ReceptionBrotherhood Night of Bowling Host Chapter Hospitality Suite
SATURDAY, APRIL 2Contential BreakfastConference RegistrationThird Plenary SessionState of the Region AddressMembership Intake Process CertificationElection Results / Conference Announcements & AdjournmentGrand Orchid Ball / Image Awards
SUNDAY, APRIL 3 Post-Conference Regional Board Meeting
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conference at-a-glance
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SOUTHEASTERN REGIONALCONFERENCE
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CONFERENCE REGISTRATION FORMPlease type or print legibly. Online registration is available at pbs1914SEconference.org
Name __________________________________________ Financial Card Number _________
Chapter _____________________________________________________________________________
Address _______________________________________________________________________
City ______________________________ State ____________ Zip Code__________________
Phone: _______________________ E-mail: __________________________________________
CHECK ALL THAT APPLY:
Alumni Diamond Brother Chapter Officer:_______________
Collegiate Golden Brother Regional Officer:______________
Sigma Beta Club Silver Brother Regional DSC Member
Life Member 1914 Club Member
New Initiate – Date/Proposed Date of Initiation Ceremony***: _______________________ Early Bird Registration deadline is January 31, 2016. Regular registration deadline is February 28, 2016, postmarked. Only chapter checks, cashier’s checks or money orders will be accepted. Conference Souvenirs CANNOT be guaranteed for registrations postmarked after February 28, 2016. ***New Initiates from the Spring 2016 semester only will pay early bird registration fees!***
ORDER FORM: Early Bird Regular Late Qty Total
Alumni (incl. tickets to all events) $175 $200 $250 ____ $_______
Collegiate (incl. tickets to all events) $145 $175 $225 ____ $_______
Sigma Beta Club $75 $75 $125 ____ $_______
Additional Luncheon Tickets $35 $35 $50 ____ $_______
Additional Orchid Ball Tickets ` $50 $50 $50 ____ $_______
Additional Bowling Tickets $15 $15 $15 ____ $_______
1914 Club Event Tickets $19.14 $19.14 $29.14 ____ $_______
Regional Bow Ties $15 $15 $25 ____ $_______
Total Payment: $_______
Make cashier checks or money orders payable to: Phi Beta Sigma Fraternity, Inc.
Mail form and payment to:Brett Porterfield, Southeastern Regional TreasurerPO Box 39109Charlotte, NC [email protected] 13
DIAMOND, GOLDEN & SILVER RECOGNITION FORM
_______________________________________________________________
Current Chapter:
_______________________________________________________________President:
Please type or print legibly: CHECK ONE:
Name Silver Golden Diamond Initiation Year 50 Years 75 Years25 Years
________________________________ _____________
________________________________ _____________
________________________________ _____________
________________________________ _____________
________________________________ _____________
________________________________ _____________
________________________________ _____________
________________________________ _____________
________________________________ _____________
________________________________ _____________
________________________________ _____________
________________________________ _____________
________________________________ _____________
Please return this form via U.S. postage mail or electronic mail by February 28, 2016 to:
Brother Tyrone Frasier, Regional SecretaryPO Box 74
Georgetown, SC [email protected]
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GRADUATING SENIOR RECOGNITION FORM
_______________________________________________________________
Current Chapter:
_______________________________________________________________President:
College/University & Location: ____________________________________________________
_____________________________________________________
Sponsoring Alumni Chapter:
_____________________________________________________
Alumni Chapter President:
Please type or print legibly: Check One:
Fall 2015 Spring 2016Name ________________________________
________________________________
________________________________
________________________________
________________________________
________________________________
________________________________
________________________________
________________________________
________________________________
Please return this form via U.S. postage mail or electronic mail by February 28, 2016 to:
Brother Duane LewisRegional Director of Collegiate Affairs
3988 Orchard Knoll DriveGreensboro, NC 27405
SIGMA BETA SENIOR RECOGNITION FORM
Sigma Beta Club Chapter: ___________________ Club President: ____________________
NAME HIGH SCHOOL/LOCATION
SPONSORING ALUMNI
CHAPTERGPA FUTURE PLANS/
COLLEGE PLANS
Please return this form via U.S. postage mail or electronic mail by February 28, 2016 to:
Brother Mark AllmonSoutheastern Regional Coordinator of Sigma Beta Clubs
1116 Fellowship LaneKnoxville, TN 37914
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OMEGA CHAPTERCITATION FORM
Current Chapter: ___________________________ Chapter President: ____________________
NAME STATE DATE OFBIRTH
PLACE OFBIRTH
DATE OF DEATH
INITIATING CHAPTERAND YEAR
Please return this form via U.S. postage mail or electronic mail by February 28, 2016 to:
Brother Tyrone FrasierRegional Secretary
PO Box 74Georgetown, SC 29442
SOUVENIR JOURNALADVERTISING CONTRACT
DIGITAL MEDIA REQUIREMENTSAdvertisers or sponsors must furnish digital versions of their ads with the appropriate size settings as listed below, and in the following formats ONLY: PDF, high-resolution JPEG or Adobe Illustrator or Macromedia Freehand (saved as an EPS file ONLY). All images are recommended at 300 dpi. All FONTS and IMAGES must be included in the above formats. Should any ad not conform accordingly, the Southeastern Region reserves the right to alter the advertiser or sponsor ad to comply.
DEADLINEAll ads must be received by February 28, 2016. Submitted materials become the property of Phi Beta Sigma Fraternity, Inc. – Southeastern Region. The Southeastern Regional Boardreserves the rights to refuse any ad.
COMPANY/INDIVIDUAL NAME: ____________________________________________________
CONTACT NAME: _______________________________________________________________
CITY: ______________________________________ ST: ___________ ZIP: _______________
PHONE: _____________________ E-MAIL: __________________________________________
QTY TYPE UNIT COST TOTALBack Cover (color) $400
Front Inside Cover (color) $350
Back Inside Cover (color) $350
Full Page * (B&W) $125
Half Page (B&W) $75
Quarter Page $50
Business Card $25
Patron $20
IMPORTANTMoney orders, chapter/certified checks only (personal checks will be accepted)
Make all payments to: Phi Beta Sigma Fraternity, Inc.
Please return this contract with payment to by February 28, 2016 to:
Brett PorterfieldSoutheastern Regional Treasurer
PO Box 39109Charlotte, NC 28278
JAMES T. FLOYD HALL OF FAMECITATION FORM (PAGE 1 OF 3)
Subject: Recommendation of Brother________________________________________ for Membership in the Distinguished Service Chapter of Phi Beta Sigma Fraternity, Inc.
To: Review Committee
From: The Members of the _______________________________________ Chapter
The Following Citation and Recommendation must include the following information. All information should be professionally presented.
1. Biography of brother2. Extra-curricular and community activities3. Fraternity activities and achievements (local, regional and international)4. Chapter resolution5. Hall of Fame endorsement
This citation and recommendation is being submitted with hope that it will receive favorable action by the James T. Floyd Hall of Fame Committee and be forwarded to the Southeastern Regional Board for confirmation.
Fraternally submitted,
_______________________________________________ Chapter President
_______________________________________________ Chapter Secretary
Please return with all supporting documentation via U.S. postage mail by February 15, 2016 to:
Bro. Larry Blanding, PresidentJames T. Floyd Hall of Fame
PO Box 1446Sumter, SC 29151 19
JAMES T. FLOYD HALL OF FAMECITATION FORM (PAGE 2 OF 2)
Complete the following:
1. Please attach a typed Biography of Brother2. Please attach a typed list of the Extra-curricular Community Activities3. Please attach a typed list of Fraternity activities and achievements (Local, Regional and
National)4. Please attach copies of awards and honors5. Please attach a typed resolution, offered from the chapter, in the form of “whereas” and
“therefore be it resolved”.6. Please number all pages and identify the Brother, his chapter at the top of each page.7. Please sign this page and attach it to the end of your typed pages.
___________________________________________ Chapter President
___________________________________________ Chapter Secretary
Date:________________
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - (For Hall of Fame Committee use only)
James T. Floyd Hall of Fame Endorsement
We, the undersigned, hereby certify that this citation has been Approved/Disapproved on this
_________day of________________, 20___
______________________________________ _______________________________________
President, James T. Floyd Hall of Fame Secretary, James T. Floyd Hall of Fame
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JAMES T. FLOYD HALL OF FAMERESOLUTION FORM
(Retain a copy for chapter files)
Whereas,
And Whereas,
And Whereas,
And Whereas,
Therefore be it resolved,
Chapter____________________________________________ Date:__________________
Chapter President____________________________________ Sigma ID#______________
Please return with all supporting documentation via U.S. postage mail by February 15, 2016 to:
Bro. Larry Blanding, PresidentJames T. Floyd Hall of Fame
PO Box 1446Sumter, SC 29151
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CHAPTER DELEGATE FORM
Chapter: _________________________________ State: _____
Primary Delegate: __________________________ Membership ID Number: ____________ Alternate Delegate: _________________________ Membership ID Number: ____________
Chapter President: __________________________ Membership ID Number: ____________ E-mail Address: _________________________________________________________________
Chapter Treasurer: __________________________ Membership ID Number: ____________
E-mail Address: _________________________________________________________________
PLEASE NOTE: A Chapter’s Delegate and Alternate Delegate must be financial in order to participate in the conference and vote on behalf of your chapter. Likewise, all financial obligations with International Headquarters must be in good standing to have any voting representation. FAILURE IN ANY OF THESE REQUIREMENTS WILL RESULT IN THE REFUSAL TO SEAT YOUR DELEGATE AND/OR ALTERNATE DELEGATE ON THE CONFERENCE FLOOR.
Please return this form via U.S. postage mail or electronic mail by February 28, 2016 to:
Brother Tyrone FrasierRegional Secretary
PO Box 74Georgetown, SC 29442
PLEASE DO NOT WRITE BELOW THIS LINE-------------------------------------------------------------------------------------------------------------------Financial Non-FinancialDelegate ________ __________Alternate Delegate ________ __________Chapter Tax ________ __________Date Received __________________Confirmed __________________
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REGIONAL CONSTITUTIONCHANGE REQUEST FORM
I/We,____________________________________________________, of the
__________________________ Chapter, wish to amend the Southeastern Regional
constitution or bylaws.
Please circle the appropriate number: (only one per form)
1. Inserting “certain words” in a “specific” place within the “existing“ text.
2. Deleting “certain words” from a “specific” place within the “existing” text.
3. Deleting “certain words” from a “specific” place within the existing text and in their place inserting “certain new words.”
4. Inserting a new paragraph (which does not now exist) between two existing paragraphs with the subsequent necessary renumbering.
5. Deleting existing paragraph with the subsequent necessary renumbering.
6. Substituting an already existing paragraph with an entirely new paragraph.
Current wording in the constitution or bylaws:
Article_______, Section______, Paragraph______, subsection________, states the following:
Suggested changes to constitution or bylaws and its rationale:
Please return this form and the above information professionally presented on a separate sheet of paper via U.S. postage mail or electronic mail by February 15, 2016 to:
Brother Tyrone FrasierRegional Secretary
PO Box 74Georgetown, SC 29442
Failure to adherence to the above deadline will result in your constitutional amendment being forfeited for this conference.
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COMMITTEEREPORT
Chapter Presidents:
Based on the committees listed below, please provide information on members of your respective chapter who are interested in being appointed to a Regional Conference Committee. The committees are: Resolutions & Citations, Necrology, Rededication & Chartering, Grievance, Credentials, Audit, Awards & Chapter Report, Collegiate Affairs, Delegate Certification, and Law & Revision.
Please keep in mind that any brother appointed to a committee must make the commitment to arrive to the conference by Thursday, March 31, 2016. The committee meetings begin on Thursday afternoon at 12:00 PM. Any brother appointed will be expected to attend all scheduled meetings. While any Brother may sit on a committee, please note that decision-making by a committee is limited to the Brothers appointed by the Regional Director.
Please understand, due to the size of the Regional body, it may not be possible to honor all requests for appointment to a committee. Brothers are always welcome to attend any committee meeting, whether appointed or not.
Current Chapter: ___________________________ Chapter President: ____________________
COMMITTEE BROTHER’S NAME CARD NO. E-MAIL ADDRESS
Please return this form by February 15, 2016 to:
Brother William Frasier, Jr., Southeastern Regional DirectorPO Box 39109
Charlotte, NC [email protected]
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REGIONAL CANDIDATE NOTIFICATION FORM
This form is designed to provide the Nominating Committee with a biography of a candidate intending to seek a Regional Office for 2016 – 2018. This informa-tion will provide the committee with the opportunity to review resumes, objectives and schedule interviews. This form will also be given to the Moderator of the CANDI-DATES’ FORUM. Please attach a copy of a professional resume’ and Sigma resume’.
PLEASE NOTE: The Nominating Committee will notify you of the date and time of your interview. Please plan your conference arrival time and participation accordingly. All candidates must have paid all financial fees and assessments to the fraternity, region and your respective chapter.
The Southeastern Regional Elected Officers are:
•RegionalDirector •RegionalDirectorofEducation •ViceRegionalDirector •RegionalDirectorofSocialAction •AssociateRegionalDirector •RegionalDirectorofBigger&BetterBusiness •RegionalSecretary •RegionalDirectorofCollegiateAffairs •AssociateRegionalSecretary •RegionalCollegiateMember-at-Large •RegionalTreasurer
General Information:
Last Name _________________________ First Name _________________________ MI ____
Chapter ___________________________________ Membership Number __________________
Address _______________________________________________________________________
City ______________________________ State ____________ Zip Code__________________
Phone: ___________________________ E-mail: _____________________________________
I am seeking the office of: _______________________________________________________
Print Name: ____________________________ Signature : _____________________________
Date: ________________
Please return this form by February 15, 2016 to:
Brother William Frasier, Jr., Southeastern Regional DirectorPO Box 39109
Charlotte, NC [email protected]
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COLLEGIATE BROTHER OF THE YEARNOMINATION FORM
Name: ________________________________________________________________________
Chapter: ______________________________________________________________________
Mailing Address: ________________________________________________________________
City: ________________________________ State: ___________ Zip Code: ______________
Telephone: ____________________ Email: _________________________________________
Submitted By: __________________________________________________________________
Please provide a detailed explanation of your recommendation. Include supplemental pages if needed.
Please Return Completed Form by February 28, 2016 to:
Brother Eston WilliamsVice Regional Director4511 Westover Terrace
Knoxville, TN [email protected]
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ALUMNI BROTHER OF THE YEARNOMINATION FORM
Name: ________________________________________________________________________
Chapter: ______________________________________________________________________
Mailing Address: ________________________________________________________________
City: ________________________________ State: ___________ Zip Code: ______________
Telephone: ____________________ Email: _________________________________________
Submitted By: __________________________________________________________________
Please provide a detailed explanation of your recommendation. include supplemental pages if needed.
Please Return Completed Form by February 28, 2016 to:
Brother Eston WilliamsVice Regional Director4511 Westover Terrace
Knoxville, TN [email protected]
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