Zeta Zeta Chapter. Zeta Phi Beta Sorority, Incorporated Zeta Zeta Chapter Meeting Agenda Friday, September 15, 2017 XV.

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1 Zeta Phi Beta Sorority, Incorporated Zeta Zeta Chapter Meeting Agenda Friday, September 15, 2017 Zeta Zeta Chapter Adrienne Kellum McDay President I. Call to Order II. Opening Prayer All III. Roll Call IV. Adoption of the Rules for the Meeting V. Adoption of Agenda VI. Correspondence VII. Disposition of the Minutes Tonia Lewis-Rogers 1st Vice President / Membership Coordinator Jynetta Thornton 2nd Vice President/ Scholarship Coordinator Keena Marks-Cutler 3rd Vice President Undergraduate Advisor Tosha Bunch Treasurer Rosalind Lane-Ragland Financial Secretary VIII. IX. Officer s Reports a. Basileus - Soror A,. McDay b. First Anti-Basileus Soror T. Lewis c. Second Anti-Basileus Soror J. Thornton d. Third Anti-Basileus Soror M. Porter-Norman e. Tamias-Grammateus Soror R. Lane-Ragland f. Tamias Soror Z. Bunch-Smith g. Grammateus Soror D. Colbert-Mitchell h. Phylacter Soror C. Hurley i. Chaplain Soror C. Walker j. Editor Soror T Willis National, Regional and State Reports a. Great Lakes Regional Director - Soror M. Porter Norman b. Centennial Soror L. Bugg-Carr Dionne Colbert-Mitchell Secretary Carisa Hurley Parliamentarian Clowana Walker Chaplain Public Relations Trichia Willis Editor Post Office Box 599 Dolton, Illinois info@zetazetaonline.org (708) 880 ZETA (9382) XI. XII. XIII. XIV. XV. X. Auxiliaries and Committees a. Amicae - Soror J. Veazey b. Fundraising Soror T. Bunch c. Calendar of Events d. Strategic Planning - Soror R. Williams e. Web Team Sorors A. Anderson f. ZHOPE Soror C. Walker g. Stork s Nest Soror - K. Dawson h. Elder Care/Zeta Sigma Relations -Soror J. James i. Community Service Soros M. Pondexter j. Sisterhood -Soror S. Burress k. Military Sorors D. Colbert-Mitchell/V. Vaughn-Martin Unfinished Business New Business Announcements Closing Prayer Adjournment

2 Officer s Name: Adrienne K. McDay Office: Basileus Address: 7501 N. Sheridan Unit E Phone: City, State, Zip: Chicago, IL tsistasunday@comcast.net Status: Elected Appointed ACTION ITEMS: CONTINUE PRAYERS FOR SORORS APRIL BROWN AND RHONDA WILLIAMS, SOROR LA DONNA CARR S DAD,SOROR VEDIA PAGE S MOTHER, AND FOR ONE ANOTHER PROTOCOL STANDARD OR RECOGNIZED PRACTICE NEED A CHAPTER REPORT COORDINATOR $200 FANNIE P. WATTS MEMORIAL DONATION COLLECTION $2500 CENTENNIAL PLEDGE CONTRIBUTION MAIN OBJECTIVES OF THE COMMITTEE/OFFICE: COMMUNICATION ACCOUNTABILTY COMMITMENT RESPOSIBILITY SUCCESSION PLANNING LEADERSHIP SUMMARY OF RECENT ACCOMPLISHMENTS AND CURRENT ACTIVITIES: CONTINUE TO USE UNIFORM CHAPTER REPORTING FORM USE OF THE SECURE SITE FOR MEETING REPORTS TELECONFERENCES STATE BASILEI, UNDERGRADUATE ADVISORY COMMITTEE, LE CHAPTER MEETINGS, NATIONAL CONSTITUTION & BY-LAWS COMMITTEE PROTOCOL LEADERSHIP/SUCCESSION PLANNING THANK YOU FOR SERVICE: CHAPTER RETREAT, FUNDRAISER FOR RHONDA, BUD BILLIKEN DONATION, BOWLING SCHOLARSHIP FUNDRAISER, BACK TO SCHOOL CARNIVAL, TYLER SISTERS MONUMENT DONATION $200 LIST OF ACTIVITIES IN PROGRESS UPCOMING ACTIVITIES REPORTS DUE ON SUNDAY PRIOR TO CHAPTER MEETING SORORS RESPONSIBILITY TO REVIEW PRIOR TO CHAPTER MEETING/PLEASE ADHERE TO THE DEADLINE SUNDAY BY 6PM PRIOR TO THE CHAPTER MEETING CHAPTER WEB SITE UPDATES ONGOING RECOMMENDATIONS TO THE CHAPTER: COMMITMENT, FOLLOW THROUGH, ACCOUNTABILITY AND COMMUNICATION FUTURE PLANNING GOAL: SUCCESSION PLANNING Signature: Date: 9/5/17

3 Officer s Name: Tonia Lewis-Rogers Office: 1 st Anti Basileus Address: 138 Hidden Pond Circle Phone: City, State, Zip: Aurora, IL tlewis-rogers@comcast.net Status: Elected Appointed ACTION ITEMS: Confirm names of interested ladies. Provide interested ladies and potential reclaiming Sorors with dates of upcoming activities. Committee met and the plan is to have a Fall intake while continuing to observe other interested ladies for a possible Spring intake. MAIN OBJECTIVES OF THE COMMITTEE/OFFICE To secure the sisterhood through Retention, Reclamation, and Membership Intake. SUMMARY OF RECENT ACCOMPLISHMENTS AND CURRENT ACTIVITIES: LIST OF ACTIVITIES IN PROGRESS UPCOMING ACTIVITIES: Looking to secure a date for an informational for interested ladies and potential reclaiming Sorors, possibly 10/1, 14, or 15. FUTURE PLANNING GOALS: Continue to invite interested ladies and Reclaiming Sorors to upcoming events. Signature: Tonia Lewis-Rogers Date: 9/15/17 Note: Please provide 45 copies of your report at the Chapter meeting. Reports should not exceed (5) minutes

4 Officer s Name: Jynetta Thornton Office: 2 nd Anti-Basileus Address: 9701 South Emerald Phone: City, State, Zip: Chicago, IL Jynjac31@sbcglobal.net Status: Elected Appointed ACTION ITEMS: The Chapter needs to approve the Karen Lynne Harris Bowling For Scholars Fundraiser for 2018/2019 Fiscal Year. MAIN OBJECTIVES OF THE COMMITTEE/OFFICE To serve as the Chairperson of the Scholarship and Finer Womanhood Committees. SUMMARY OF RECENT ACCOMPLISHMENTS AND CURRENT ACTIVITIES: Participated with Gift of Hope for the Fundraiser for Soror Rhonda on Sunday, July 30, 2017 at Club La Vue. I was the Chairperson of the 4th Annual Karen Lynne Harris Memorial Bowling For Scholars Fundraiser at the Dolton Bowling Alley on Saturday, August 5, Volunteered at the Blu Olympics at Hayes Park with Frat Gerald Washington on Saturday, August 12, Participated in the conference call for Lambda Epsilon Chapter meeting on Monday, August 21, Volunteered at the Back to School Carnival for the Dolton School District 149 on Saturday, August 26, 2017 at Caroline Sibley Elementary School. Participated in the conference call for Lambda Epsilon Chapter s Meeting on Monday, August 28, LIST OF ACTIVITIES IN PROGRESS UPCOMING ACTIVITIES: Editing the Karen Lynne Harris Memorial Scholarship application. Arrange a face to face meeting for the Scholarship and Finer Womanhood Committees on Saturday, September 23, 2017 at the Dolton Library. Finalize the report for the 4th Annual Karen Lynne Harris Memorial Bowling For Scholars Fundraiser. FUTURE PLANNING GOALS: Start looking into some Fundraising ideas to fund the Scholarship for the next fiscal year. Plan activities for Finer Womanhood Month. Develop a timeline for the Karen Lynne Harris Memorial Scholarship. Signature: Jynetta Thornton Date: September 15, 2017 Note: Please provide 45 copies of your report at the Chapter meeting. Reports should not exceed (5) minutes

5 3 rd ANTI-BASILEUS REPORT

6 Intentionally Left Blank TAMIAS-GRAMMATEUS REPORT

7 Officer s Name: Zonnie Bunch-Smith Office: Tamias Address: Post Office Box 599 Phone: City, State, Zip: Dolton, IL zonniebunch@sbcglobal.net Status: Elected Appointed ACTION ITEMS: PAY DUES/ASSESSMENTS TO BE FULLY FINANCIAL AT ALL LEVELS. REVIEW FINANCIAL DOCUMENTS (HARD COPIES PROVIDED) FOR CHAPTER UPDATE/STATUS. MAIN OBJECTIVES OF THE COMMITTEE/OFFICE MAINTAIN RECORDS OF ALL MONIES PAID OUT KEEPING ACCURATE ACCOUNTING AND RECEIPT OF ALL CHAPTER EXPENDITURES. SUMMARY OF RECENT ACCOMPLISHMENTS AND CURRENT ACTIVITIES: Communicated with Basileus regarding assessment schedules and Tyler memorial. Communicated with former Tamias on 2017 assessments, dissemination of checks, bill and insurance payments; work to finalize June, July, August reports for dissemination. Communicated with Tamias Grammateus on dues/fee payments made through end of July. Completed national, regional, state assessment documents and submitted with applicable fees. Submitted insurance documents to HQ and obtained certificate of insurance for 8/5 Fundraiser. LIST OF ACTIVITIES IN PROGRESS UPCOMING ACTIVITIES: Obtain update on individual payments to date to submit supplemental national, regional and state assessments prior to 10/31/17 deadline. Finalize transition. FUTURE PLANNING GOALS: Work with Technology chair, financial and leadership team on alternative chapter payment/income options. Work with Strategic Planning team on progression/implementation of 501c7status. Work with fundraising team to help increase chapter funds and income potential. Bonding Signature: Zonnie Bunch-Smith Date: 9/10/17 Note: Please provide 45 copies of your report at the Chapter meeting. Reports should not exceed (5) minutes

8 Intentionally Left Blank TAMIAS REPORT

9 Officer s Name: Carisa Hurley Office: Phylacter Address: Ridgeway Ave 1N Phone: City, State, Zip: Richton Park, Il Churley66@hotmail.com Status: Elected Appointed ACTION ITEMS: Prepare addendums to the By-Laws for committees that were omitted Ensure that new and reclaimed members are knowledgeable of the order of Chapter Meeting MAIN OBJECTIVES OF THE COMMITTEE/OFFICE Keep order during the meeting by ensuring that Roberts Rule of Order and Chapter By-Laws are followed. SUMMARY OF RECENT ACCOMPLISHMENTS AND CURRENT ACTIVITIES: Assisted Basileus with preparing the Chapter calendar of events Sought out a proposed location for the June 2018 Chapter retreat to present to the Chapter for approval. Prepared a webinar for new and reclaimed members on Roberts Rules of Order to be presented on September 13. LIST OF ACTIVITIES IN PROGRESS UPCOMING ACTIVITIES: Sorors should advise Phylacter of any addendums that need to be added to the By-Laws by September 30. FUTURE PLANNING GOALS: N/A Signature: Carisa Hurley Date: 9/9/17 Reports should not exceed (5) minutes

10 EPISTOLEUS REPORT

11 Officer s Name: Trichia Willis Office: Editor, ZZ Quarterly & Scrapbook Chair Address: 9035 S. East End Avenue Phone: City, State, Zip: Chicago, IL trichia1@sbcglobal.net Status: Elected Appointed ACTION ITEMS: N/A MAIN OBJECTIVES OF THE COMMITTEE/OFFICE Editor: To serve as a marketing tool for future Aspirants, provide ZZ membership a hard copy of ongoing information; AND serve as a historical chronicle of ZZ s ongoing activities/events. Scrapbook: To serve as a comprehensive historical chronicle of Zeta Zeta Chapter s activities annually prepared for award submission during the Great Lakes Regional Conference. SUMMARY OF RECENT ACCOMPLISHMENTS AND CURRENT ACTIVITIES: Editor: N/A Scrapbook: Still awaiting to receive our 3 rd place Scrapbook Competition Certificate won at the Great Lakes Regional Conference. General: Attended LITZEN s New Member s Celebration on June 3, LIST OF ACTIVITIES IN PROGRESS UPCOMING ACTIVITIES: Editor: Preparing to rollout the Volume II Issue IV edition of the Zeta Zeta Quarterly prior to June 17 th meeting. Scrapbook: Ongoing request to save and share event pictures of ZZ s participation in summer events. Researching proposed scrapbook formats in preparation for the 2018 Regional Conference Scrapbook Competition. General: Planning to attend our ZZ Chapter Retreat on June 17 th. FUTURE PLANNING GOALS: Editor: Prepare for rollout of Volume III Issue I edition of Zeta Zeta Quarterly during the new fiscal year. Scrapbook: Anticipate a Summer Scrapbook Committee Meeting to recap and discuss future plans for the new fiscal year. Signature: Soror Trichia Willis Date: June 17, 2017 Note: Please provide 45 copies of your report at the Chapter meeting. Reports should not exceed (5) minutes

12 Officer s Name: Clowana Walker Office: Chaplain Address: Post Office Box 599 Phone: City, State, Zip: Dolton, Illinois cotoza1@gmail.com Status: Elected Appointed ACTION ITEMS: Establish Sister Circle Let us continue to pray for one another, pray for the entire body of Zeta Phi beta Sorority, Inc., pray for our government, this nation and other countries Special Prayers for the Bugg-Carr and Brown Families, Soror Angelyn Anderson, Soror Rhonda Williams and Soror's that maybe going through some things. MAIN OBJECTIVES OF THE COMMITTEE/OFFICE Objective 1 The Chaplain shall open and close all business meetings with the appropriate prayer and/or song, be a prayer leader for any public program, when necessary. She shall also serve as the Chairperson of the Los Cheerios Committee. Objective 2 Responsible for coordinating, purchasing and forwarding of the following cards and gifts (to all Soror's as requested by the Chapter): birthday, weddings, sympathy, baby showers, graduation floral arrangements and social protocol amenities. Also, Monetary gifts may also be given at the discretion of the chapter, according to the budget. Objective 3 Plan and implement the chapter Recognition Awards Ceremony held annually - set the criteria for Chapter Awards (Zeta of the Year, Zeta Zest, Service and Sisterhood) SUMMARY OF RECENT ACCOMPLISHMENTS AND CURRENT ACTIVITIES: 8/5/2017 Zeta Zeta Annual Karen Lynne Harris Scholarship Bowling Event 8/26/2017 Dolton School District 149 Back to School Carnival 8/26/2017 Omicron Alpha Sigma Christmas In August Fundraising Event LIST OF ACTIVITIES IN PROGRESS UPCOMING ACTIVITIES: TBA FUTURE PLANNING GOALS: Spiritual Guidance for Chapter Prayer/Encouragement Community Service (building relationships) Assistance in emergency situations (in times such as hospitalization, injury, or death) Signature: Clowana Walker Date: September 15, 2017 Note: Please provide 45 copies of your report at the Chapter meeting. Reports should not exceed (5) minutes

13 Meaning: to keep under proper control Contain Like our founders today we too can define our power, determine our purpose and discover our passion- standout amongst others by continuing to be true to the ideals and principles of Zeta. Moses prayed in Psalm 90:12 for the Lord to teach him to count every day carefully. God has given you only one life, so make every day count. The power of legacy is all about what you give, not what you get; it's not about you, but others. Everyone leaves a legacy, so make your legacy matter - Zeta Phi Beta s Legacy. Your purpose is ultimately something that frees you, challenges you, inspire you and gives you a sense of mission and meaning. When you determined your God Given purpose you will be impactful. Defining our power is essential to actually being powerful. Power is the ability, strength and capacity to do something- control and/or have influence over things and their actions. To understand the power we have as a whole, we must understand the knowledge we have, how we can serve the communities with that knowledge and maintain unity in our great sisterhood by effectively working together. This can only happen through communication, collaboration and understanding. The Container you received is a reminder to continue to keep under proper control the oath and ideals of Zeta Phi Beta Sorority, Inc. Scholarship- as a college educated woman I will always strive for excellence- exhibit high scholarly ideals Service- community conscious action oriented - be a trailblazer Sisterhood- as Sorors we re responsible for Upholding our legacy - I am my sisters keeper at all times. The love for Zeta is what what binds. Finer Womanhood- the characteristics of the virtuous woman (Proverbs 31) This is a quality that as Zeta's we should aspire to exhibit at all times Symbols : White rose purity truth Royal blue steadfastness unwavering in your work for Zeta White loyalty- maintain faithfulness to the commitment and obligations of Zeta Phi beta Sorority, Inc.

14 AMICAE COORDINATOR REPORT

15 FUNDRAISING REPORT

16 CHAPTER REPORT

17 Officer s Name: Angelyn M. Anderson Office: Web Administrator Address: 4122 S. Vincennes Ave. #3S Phone: City, State, Zip: Chicago, Illinois angelyn.anderson@gmail.com Status: Elected Appointed ACTION ITEMS: Online dissemination of Executive Board reports via site (requested by Basileus). Website updates (ongoing). Information about upcoming events as well as personal and professional achievements. MAIN OBJECTIVES OF THE COMMITTEE/OFFICE Facilitate online branding of chapter image. Increase integration and utilization of current technological tools into chapter management. SUMMARY OF RECENT ACCOMPLISHMENTS AND CURRENT ACTIVITIES: Received reports from Executive Board members for compilation and uploading to Members Section of site. Performed site maintenance and updates Checked chapter accounts: o Scholarship (scholars@zetazetaonline.org) o General Information (info@zetazetaonline.org) o Membership (membership@zetazetaonline.org) Transference of reports to Dropbox Account LIST OF ACTIVITIES IN PROGRESS/UPCOMING ACTIVITIES: Updating Basileus welcome message on website. Uploading of photos into site photo gallery. Coordination of all chapter marketing pieces for chapter events (to ensure adherence to national marketing guidelines) FUTURE PLANNING GOALS: Work with Soror Pilcher regarding Google Account access. Meeting with Financial Officers to discuss establishment of online event management electronic payments for immediate use for events, invoicing and payment of dues. Uploading Zeta Spotlight Feature to site. Creation of Pearls of Wisdom NFP site. Signature: Date: September 15, 2017 Note: Please provide 45 copies of your report at the Chapter meeting. Reports should not exceed (5) minutes

18 Z- H.O.P.E. REPORT

19 MARCH OF DIMES / STORKS NEST

20 ZETA-SIGMA RELATIONS

21 Officer s Name: Jacqueline James Office: Elder Care Address: California Ave Phone: (708) City, State, Zip: Markham, IL jazijayjay@aol.com Status: Elected Appointed ACTION ITEMS: Keep the Chapter active with our adoptive senior family at the Dorchester. MAIN OBJECTIVES OF THE COMMITTEE/OFFICE: To show the Senior community that we care. SUMMARY OF RECENT ACCOMPLISHMENTS AND CURRENT ACTIVITIES: We had a great time with our Seniors. They were happy we were there; I apologized for the missed month. I did let them know that we will be back on September 30 th. I would like to thank Sorors Judy, MPN, Clowana, Ronna, Melanie, Kyra, and Felice. We also had a Soror visiting from Detroit, thank you Papillon. LIST OF ACTIVITIES IN PROGRESS UPCOMING ACTIVITIES: Think of fun things to do with bingo. RECOMMENDATIONS TO THE CHAPTER: We have a great time, you will too. Come hang out one day. FUTURE PLANNING GOALS: BINGO! September 30 th October 28 th November 18 th Signature: Jacqueline James Date: _September 10, 2017

22 COMMUNITY SERVICE

23 Officer s Name: Stephanie Burress Office: Sisterhood Committee Chair Address: 315 Sheridan St. Phone: City, State, Zip: Park Forest, IL dburresss@yahoo.com Status: Elected Appointed ACTION ITEMS: Plan monthly Sisterhood Activities for the Chapter year. MAIN OBJECTIVES OF THE COMMITTEE/OFFICE Promote Sisterhood within the Sorority through planning activities that will encourage bonding and teambuilding. SUMMARY OF RECENT ACCOMPLISHMENTS AND CURRENT ACTIVITIES: Prepare list of proposed Sisterhood activities to be presented to the Chapter LIST OF ACTIVITIES IN PROGRESS UPCOMING ACTIVITIES: Sisterhood Committee Conference Call September TBD Angela Martin s Onederful Prayer Women s Worship Service & Breakfast October 7 FUTURE PLANNING GOALS: Chopping Block Spa Day Winery/Casino Trip Worship Together Sunday & Dinner Christian Valley Church Ford Heights Nov TBD My Favorite Things (Holiday Get-Together) December TBD Signature: Stephanie Burress Date: 9/9/17 Note: Please provide 45 copies of your report at the Chapter meeting. Reports should not exceed (5) minutes

24 LOS CHEERIOS

25 MILITARY COMMITTEE