Madame Basileus Deborah Padmore - Epsilon Pi Omega at 12:14p.m., called the meeting to order.

Transcription

1 EPSILON PI OMEGA GENERAL CHAPTER MEETING MINUTES Minutes Date: 06/04/2016 The meeting was held on June 04, 2016 at P.S. 195, th Avenue, Queens, NY Madame Basileus Deborah Padmore - Epsilon Pi Omega at 12:14p.m., called the meeting to order. The meditation was given by Soror Gayle Simmons. Titled: Stress Relief. Psalm 55:22 Changes to the Agenda: - Fundraising report will be shared by Soror Sharon Nichols - Pearls and Ivy Foundation of Queen Update shared by Soror Sharon Nichols - Standards delivered Soror Lynn Staton Adoption of Agenda was accepted. A quorum was established. (X) Yes () No. There were 103 Sorors in attendance. There was three (3) visiting Sorors. READING AND DISPOSITION OF MINUTES REPORTS OF OFFICERS Hodegos Epsilon Pi Omega Epistoleus Epsilon Pi Omega Basileus Epsilon Pi Omega 2 nd Anti-Basileus Membership Tamiouchos Epsilon Pi Omega Pecunious Grammateus Epsilon Pi Omega The minutes of May 2016 meeting were accepted with one (1) correction. The minutes stated that Bylaws needs to be completed by June. Report should state that it should be completed by November Soror Angela K. and Sherryann C.: Thanks to Soror Camilla Holmes and Soror Wendy Kidds-Carrs. We are coordinating with Sisterly relations and Membership committees for the EPiO BBQ. Three visiting Sorors. June s birthday celebration. No Report. No Report. Operating - $52, Program - $9, Savings - $21, Interest Earned - $0.36 $2, Collected $2,100 Chapter Dues $0 Late Fees $10 Repast $ Men Who Can Cook $ Silver Star Medallion

2 Graduate Advisor Epsilon Pi Omega Public Relations Epsilon Pi Omega No Report. REPORTS OF STANDING COMMITTEES AND AD HOC COMMITTEES Disposition of committee report was: A. Referred back to D. Adopted in part (explain) committee E. Adopted in its entirety B. Postponed F. Referred to another committee C. Placed on file (explain) Anti-Basileus Program Committee AKA Connection Community Charter Day Cultural Arts EAF Target II Health My Sister s Keeper Technology No Report. Reports Attached. No Report. Pearls & Ivy Foundation No Report. Chapter Business 67 th Boule 2016 Delegates Reports Attached. Report New Business Sharing and Caring The meeting was adjourned at 1:20 () a.m. (X) p.m. The next meeting will be on 1pm at P.S. 195, th Avenue, Queens, NY Grammateus Basileus Date Approved

3 Alpha Kappa Alpha Sorority Basileus Report June 4 th, 2016 Dear Sorors, Thanks Soror Carol Wiggins and committee for a greet meet and greet, as usual the parents and students left the event more comfortable and informed about AKA and the service we provide to the community Chapter Anniversary - Community Charter Day- June 12 th at Shekinah Youth Church-3:30pm Share with chapter- the following information regarding their social media pages. There are few things that will prevent them from being reposted on the NAR Social media pages if they are in the post and they are as follows: 1. Pictures with Pinkies, Ivies and other unofficial symbols or gestures, etc. 2. Use of Greek Names and Titles ex. Basileus vs. President 3. Use of the word Soror versus member 4. All posed photos and no action shots Sip and Sew - June 24 and 25 th - Little Dresses for Africa-42 completed...we have committed to 100 dresses. Come out on one of the dates if you would like to make a pillowcase dress. Committee chairs please complete activity report forms after each event. Please note the delegate reports of two (2) Sorors are missing...candace Pond and Sheila Beirbey...they have been uploaded into the members only website. Reminder- to send any thoughts or concerns you would like to share with the supreme to me to share with the RD. Please complete the boule attendance form so we can get a count of the number of Sorors that will be in attendance as well as to include you in the attendee booklet. If you do not have access to the Internet, please provide the requested information in a written format and we will update the information for you. Ten (10) proposed amendments to the Sorority's bylaws will be submitted for approval to delegates at the 2016 boule. The bylaws amendments and proposed budget with a response survey will be sent to each Soror via . If you would like the bylaws mailed to you please inform the Epistoleus and we will make

4 arrangements for you to receive them. I will give you the Cliff notes version today. If there are questions that you would like the supreme parliamentarian to answer, please forward the questions to me. 1. Add...meeting may be held via video or audio conference call...rationale: in case of business that requires immediate attention, it is a cost effective way for the directorate to handle it. 2. Add...new standing committee. Leadership development... Has been functioning for 10 years...15, 000 dollar financial impact 3. Add...new standing committee. Protocol...has been working as special committee since 1990, $15,000 financial impact 4. Chapter meetings are to be held in a manner that allows Sorors to be in a room together for face-toface discussion. In the event of an emergency, the meeting may be held electronically with the Regional Directors permission. Rationale...Electronic or conference call meetings are difficult to manage, there are privacy issues and members can't be recognized. 5. Insert and Sorors sponsoring candidates... into article III section 11...referring to except for specific officers, and Sorors sponsoring candidates for membership...attendance at chapter meetings and activities shall be voluntary. 6. Add additional requirements for position of Tamiouchos and Pecunious Grammateus..each must certify that she has not been sanctioned by any other organization...rationale: to maintain the integrity of the sorority's financial procedures 7. Insert words...active...and co-sponsor. Rationale: to clarify that Sorors who are sponsors or cosponsors must be active and that the requirements for co-sponsoring a candidate for membership is the same as those of a sponsor. 8. Delete the words membership form which will now be referred as the sponsors/co-sponsor membership form...reduce the number of recommendation letters to 2 letters to 3 letters...rationale: Sorors agreed 2 letters are adequate for a candidate 9. Add...graduate prospective candidate from and the names of the sponsors and cosponsors...grammateus will read the candidate form sponsor/co-sponsors name...rationale: reading the form will give the members more insight about the prospective candidate 10. Insert phrase...and semester.. If an UG cumulative...and semester grades fall below a C plus she shall be on probation...rationale: compliance with other sections MOS and bylaws. Sisterly, Soror Deborah Padmore Basileus

5 Committee: Tamiouchos Chairperson: Jean Phelps Meeting Date: June 4 th, 2016 Bank Balances Operating - $52, Program - $9, Savings - $21, Interest Earned - $0.36

6 Submitted by: Soror Jean Phelps Date: June 4 th, 2016

7 Committee: Pecunious Grammateus Chairman: Ann Bailey Submitted by: Soror Ann Bailey Date: June 4 th, 2016

8 Committee: Public Relations Chairman: Tonda Ladson Meeting Date: June 14, 2016 Time: 7:00PM Members Present: Soror Kim Adams, Adjoa Gzifa and Jean Phelps Items Discussed/ Action Taken: The meeting was called to order at 7:05 PM Old Business: The committee is still deciding whether we will conduct a chapter PR workshop for It will be further discussed on our September call. New Business At the suggestion of Soror Sharon Nichols, the committee agreed to begin a new PR Protocol, which is to communicate with committee chairs regarding their event/program advertising to decide on a MAIN hashtag to put on flyers and to give to Sorors to use whenever they post pics for a particular event/program so that all the posts appear in one place. The main hashtag will be recorded for each event to refer back to at later time. Photo coverage will be provided for the following events; however, specific member assignments will be discussed via interim communication to the Photography division. Reporting coverage will be determined in the same manner. Longest Day Alzheimer's - July 20 Brush & Blush Paint Night - July 23 Everybody's Birthday Party - August 27 Soror Sharon Nichols will send a specific Jot Form to PR Chair used by committee chair that details a synopsis of eh event/program (completed after the event/program is complete). This will assist with the creation of submission articles to the Ivy Leaf and other publications. The committee discussed taking updated group photos at minimum for the EPO executive board, Committee chairs and Pearls & Ivy executive board to update the respective websites. It was suggested that it may be difficult to gather the groups, therefore Soror Sharon Nichols will look into pulling head shots to represent these groups. The committee agreed. The next Ivy Leaf submission is July 15th. PR Chair will discuss with Madame Basileus what event and article will be submitted, as it needs to be submitted early. The submission date falls during Boule so we will want to have it in. The meeting was adjourned at 7:39 PM Total Meeting Hours: 2.67 Next Meeting: Time: 7:00 PM Location: Springfield Gardens Submitted by: Soror Kim Adams Date: June 22, 2016

9 Committee: Program Chairman: Sharon M. Nichols Meeting Date: August 25 th, 2016 Time: 7:30 8:00 PM Members Present: Soror Deborah Padmore, Sahai Cole, Tonda Ladson, Sharon Daniels, Kim Adams and Sharon Daniels Items Discussed/ Action Taken: Updates on upcoming events in September. Quality check on EBP on August 27, 2016 My Updates: Quality check on EBP on August 27, Dresses delivered at Boule 400 Backpacks distributed at Brookville Park Project - August 27, Backpacks distributed at American Legion Post 483 August 20, 2016 Looking forward to HBCU month in September All chairs will be contacted to prep for Calendar and Budget Meetings in September. Total Meeting Hours: 1 Next Meeting: Location: Uberconference Submitted by: Soror Sharon M. Nichols Date:

10 Committee: AKA Connections Meeting Date: 8/14/16 Chairman: Kim Adams Time: 7:00PM Members Present: Soror Adjoa Gzifa, and Soror Jean Phelps Items Discussed/ Action Taken: MLK Day - Voter Registration (Opportunities/ Events) o o o Soror Adjoa reports 600 Voter registrations completed. AKA Back Pack Giveaway, Saturday, August 20, 2016, 12-4pm, VFW Rosedale AKA Back Pack Giveaway Event, Saturday, August 27, 2016, 12-4pm, Brookville Park, Rosedale Voter Education Forum Candidates Night Forum o o o Partners NAACP, Alpha Phi Alpha ZZL Majority Baptist Church Prepared new flyer and press releases Candidates- NYS Senatorial and Assembly races Proposed Upcoming Events o Debate Watch Nights at York College with Political Science Department/Club First presidential debate (Mon, Sept. 26) Vice presidential debate (Tues, Oct. 4) Second presidential debate (Sun, Oct. 9) Third presidential debate (Wed, Oct. 19) Additional organizations are interested in partnering, Zetas, Kappas, Links so far Total Meeting Hours: 30 minutes Next Meeting Date: September 18, 2016 Time: 7:00 PM Location: Phone Conference Submitted by: Soror Kim Adams Date: August 20, 2016

11 Committee: Community Charter Day Meeting Date: June 12, 2016 Chairman: DeRosette Harrison Time: 3:30 PM Members Present: Members of Community Charter Day Committee Members of Epsilon Pi Omega Local Elected Officials High School Scholarship Recipients Parents and Friends Items Discussed/ Action Taken: The Celebration of the 66th Anniversary of the chartering of Epsilon Pi Omega culminated with its annual scholarship event. Over $40K in scholarships were given to as many deserving HS students, an Excelsior Award presented to the Founder and CEO, Mrs. Gloria Rochester, of The Queens, Sickle Cell Advocacy Network, Inc. (QSCAN) for the work this organization is doing in our community, and the Outstanding Community Leader Award was presented to Mr. Jacques Leandre, Esq., President of The Rosedale Jets Football and Cheer Association for his role in the lives of the young black men in our community and for the his 20 years of serving the southeast Queens community. Lastly, we were moved by the talents of the 2016 J. Marjorie Jackson scholarship winner, Ms. Gabriel Garo, inspired by the young people of the dance group Genesis, and in some cases, moved to tears by the heartfelt messages from Mrs. Natalie Nelson, Ms. Lauryn Mordaunt, and Mr. Mekhi Elliott regarding how each one was appreciative to be a recipient of one of our scholarships over the years and how the scholarship award may have been put to use at the start of their collegiate journey. The comments were varied but overall the comments were "excellent program", "awesome job", "keep doing more of the same", and "excellent venue". In terms of the 'constructive criticism' that we received, the comments are as follows: "start on time; keep to the schedule", "program too long for a Sunday afternoon; lost a lot of people", "should only honor those who are present; make sure all of the honorees are present", "speeches are too long; limit to 1-2 minutes only", and "add food; a small reception". The CCD committee wishes to thank everyone who made the 2016 CCD and Scholarship event possible. Total Meting Hours: 4.5 Next Meeting: January 21, 2017 Time: TBD Location: Shekinah Youth Church Submitted by: Soror DeRosette Harrison Date: 8/27/2016

12 Committee: Cultural Arts Meeting Date: June 07, 2016 Chairman: Barbara Flatts Time: 7:00-9:00 PM Members Present: Soror Barbara Flatts, Constance Gardner, Dorothy Anita Taylor, Josephine Townsend-Scott, Betty Carrington, Constance Simpson, Brenda Gibbs, Rhoda Gardner and Janice Cornelius. Items Discussed/ Action Taken: 1. We discussed what entertainment we should recommend be used for The Event in November and concluded that a paid band and singer would be best. 2. We discussed which programs we would like to do the next program year so that we would be prepared for the first draft of next year's calendar. In addition to J Marjorie Jackson, the Committee would like to hold a concert in the spring featuring the chapter's past J Marjorie Jackson winners during the years our chapter has participated. A subcommittee was established for this purpose, which is beginning by attempting to collect the names and contact information for these musicians. Subcommittee members are Rhoda, Janice, Dotti, Constance and Josie. 3. The committee is planning a summer get together on August 23 or 24. Total Meting Hours: 2 Next Meeting: Time: 7:30 PM Location: Day Care Center Submitted by: Soror Barbara Flatts Date: 6/16/2016

13 Committee: Target II Health Meeting Date: June 20, 2016 Chairman: Sahai Cole & Tonya Pearson Time: 5:30 7:00pm Members Present: Sorors Sahai Cole, Nicole Brown, Kaleena Jean-Pierre, Jeanine Taylor; Launette Woolforde Sharon Nichols, Debra Padmore, Kim Adams, Adrienne Boyd, Carleen Taylor, Sandra Maldonado, Avlynn Fludd-Rivers, (1 more Soror don't know the name) Items Discussed/ Action Taken: The Longest Day Activity- Alzheimer's Association Held annually on the summer solstice, sunrise to sunset symbolizing the challenging journey of those living with the disease and their caregivers; The EPIO Health Committee led 2 evening activities simultaneously- 1. Power Walk at the Esplande in Battery Park NYC, led by Soror Nicole Brown; mile walk at Arthur J. Henderson Park in Valley Stream, led by Soror Adrienne Boyd. Sorors were also able to send in photos of activities done individually throughout the day, as Soror Launette Woolforde did running. Our event pictures were posted on social media. Sorors were able to get cardio activity in for the cause above. Total Meting Hours: 18 Next Meeting: TBD Time: TBD Location: Manhattan/Valley Stream, NY Submitted by: Soror Sahai Cole & Tonya Pearson, RN Date: 8/26/2016 Meeting Date: May 28, 2016 Time: 9 10AM Members Present: Sorors Sahai Cole, Tonya Pearson, Kaleena Jean-Pierre, Kelli Muse, Nneka Carr, Tashema Williams, Roni Drew, Adrienne Boyd, Carleen Taylor, Ila Thomas, DeRosette Harrison, Brenda Gibson, Vivian Glover, Angela Kelly and guest: Nadine White. Items Discussed/ Action Taken: Veteran's Annual Gift Bag Giveaway-- 14 Sorors were in attendance and 1 guest; We gave out 120 toiletry gift bags, including 3 for female Veterans. The VA representative walked us from floor to floor and we individually gave to the VA's, laughed, talked, and thanked them for their service. Total Meting Hours: 15 Next Meeting: Time: TBD Location: Queens VA, NY Submitted by: Soror Sahai Cole & Tonya Pearson, RN Date: 8/26/2016

14 Committee: My Sister s Keeper Chairperson: Gayle Simmons Meeting Date: August 26, 2016 Members Present: Sorors who participated in our summertime visiting were Camilla Holmes, Ila Thomas, Kay Collins, Kellie Muse, Basileus Deborah Padmore, Patricia Sims, Ronelle Garden, Sandra Tullock, Joyce Skinner, Gayle Simmons. Items Discussed/ Action Taken: Visits to our beautiful sick/shut in Sorors (flowers in the garden of EPIO) began on June 10 extending to August 10, Our activities were sending Get Well/Thinking of You cards, making phone calls, visiting in the hospital, bringing gifts/flowers and attending the Homegoing Service of committee member Soror Dorothy Taylor's father along with several other Sorors. What a blessed privilege it was to bring comfort and joy to our Sorors in need. We all need Sorors who encourage us, listen to us, and bring a moment of joy, hope, peace, and love! As Jesus helps and carries us, let us help one another! Total Meeting Hours: 145 Submitted by: Soror Gayle Simmons Date: August 27, 2016

15 Chapter Business Hospitality Soror Angela Kelly & Sherryann Charlton Epistoleus Soror Christine Fields Key fob Tags (Electronic Check-Ins) and Chapter App (Electronic Pink Pages) Basileus Report Madame Basileus Deborah Padmore Thanked Soror Kelli Muse for a wonderful anniversary worship and luncheon. Sip and sow event will allow us to sow some dresses and sip on some juice. As per Regional Director some pics will prevent you from posting. Proposed changes will be ed you, complete and return to the chapter. Items will be 10 proposed amendments are proposed to our Bylaws. 1. Adding the words: and Sorors sponsoring candidates for membership 2. Attendance and active membership 3. Adding additional 4. Delete membership form 5. Reduce the number of letter of recommendations 6. Insert the phrase: and semester cumulative average 7. more Please don t forget to agree or disagree via . Pecunious Grammateus Soror Ann Bailey Monies collected for the month of May Collected $2, Tamiouchos Soror Jean Phelps Month of April Announcement: Please submit your $5 fees for table seating Operating: $52, Program: $9, Savings: $21, , Interest Earned: $0.36 Still collecting chapter due with late fee of $18. A total of 194 active Sorors to date. Anti-Basileus Soror Sharon Nichols Delegates will be meeting in June to discuss the proposals. Please send Soror Sharon your Add to your calendar. The community activities did a wonderful presentation promoting Everybody s Birthday Party. Calendar: Updates will be delivered in June from Epistoleus. There will be some changes. You will receive calendar updates. Fundraising Soror Sharon Nichols We have a wonderful event coming up in November and it will be 30 years, formerly known as Fashion Fantasy. We need participation, we know of the assessment and we now we have tickets available. Please see Soror Netita to purchase tickets for $75, get a ticket and bring a friend. Soror Ann: Who do they make the tix payable to? Soror Sharon: Checks can be made to Pearls & Ivy Foundation. Soror Michelle White: Any flyers? Soror Sharon N.: No flyers available yet. We will have that available soon. Madame Basileus: Assessment is mandatory. However, the attendance at the 30 th event is requested.

16 AKA Connection: Soror Kim Adams Please keep your eyes out for the EPiO notices. This is a very, very important election period and we have to stay awake and participate in whatever way we can. Candidates Night, probably late August, early September. It is going to be a very interesting voting season. Community Charter Day Soror DeRosette Harrison Wear white, pink accessories and your choice of shoes. Scholarship Committee Carol Wiggin s Requested that all members stand and give themselves a huge applaud. We as a chapter have done it again. At community Charter Day, we will be giving away 31,000 in scholarships. Twenty six (26) scholarships to teen. We have some extra-special that have donated and will be giving commemorative scholarships. Total will be $41,000. This year, we will be giving 2 commemorative scholarship in memory of Soror Cathy Soror Laura J: I think that is excellent. Thank you so much Sorors. It means a lot to the family. It is a beautiful thing and how much has been given for Soror Cathy. We are giving 2, 955. Soror Ruby Branker received an applaud for not only has she is a lambda 55. Soror Ruby B. has decided to fund the Cathy Greene scholarship in perpetuity. AKAdemy TJ Blackman Thanked all the folks that participated. Next meeting will be on Wednesday, June 8 th at 6pm. I would like to continue participation in the program. Ruby B.: What time is the stepping-up ceremony on Friday? TJ B.: 11-1pm The Byline states that the June 24 is the stepping up ceremony. It is June 12 th for Stepping. Pearls & Ivy Foundation Soror Jeanine T. You can pay your assessment May 31 st 1, , 002 TD Savings 17, 955. B of A Restricted: Bank of America Unrestricted: When Soror Laura mentioned Soror April asked that we are We are a 501C organization and if your Soror Adjoa: We have announced that we are giving $26,000 for scholarship, but we have not yet collected all of our scholarship? If those soror that have not given the assessment Soror Jeanine T.: We do have money to cover and Sorors will be held responsible. We have money from Fashion Fantasy and Black Tie. Adjoa: We are giving people scholarship and the list of delegates have not paid then we shouldn t be Jeanine T: That is a valid point. Soror Sharon will send me the list of delegates. After June and September begins, Sorors will not be able to vote. Standards Soror Lynn Staton You received this morning a pretty pink paper and it was recommended that we perform a mid-year evaluation.

17 My Sister s Keeper Soror Gayle Simmons Announcement: The technology chair has sent out a job form, please complete and return to us at your earliest convenience. Sharing and Caring All Sorors New Business The Correspondence Committee introducing the new app.