Minutes Gamma Epsilon Boulé http://gammaepsilonboulé.org/ October 20, 2017 Business Meeting Embassy Suites, Downtown Sacramento Sacramento, California 6:55 p.m. DINNER Guest Speaker and Special Presentation by Dr. Alvin Cheung: Dr. Alvin Cheung is the President of California Northstate University. He was invited by Sire Archon Duruisseau to address our membership. Archon Duruisseau, a member of the Board at Northstate University, outlined Dr. Cheung s extensive background in the medical field. The guest speaker provided an excellent presentation on statistical trends of African-Americans who are pursuing a career in the field of medicine. Dr. Alvin Cheung outlined the university s commitment to diversity and a plan of action by his university to address the underrepresentation of African-American in medical schools and within the profession. 7:30 p.m. BUSINESS MEETING CONVENED; ALPHA RITUAL ARCHONS PRESENT: 19/33: Aldredge, Allen, Bell, Cherry, Cox, Duruisseau, Glover, H. Jackson, W. Jackson, James, Jordan, Keeley, Miller, Ransom, Ross, Spencer, Warren, Welch, Wilson NOTE: All written report submitted by officers and committee chairs are posted on Gamma Epsilon s website as part of the minutes on file. Sire Archon Shelton J. Duruisseau Presiding: Without objection, we will adopt the following items by unanimous consent: 1) agenda for tonight s meeting; 2) the minutes from the February business meeting and 3) the consent calendar, including the report on the proposed 2022 Grand Boule Conference in San Francisco. All reports are summarized in the printed reports that were submitted by the Grammateus.
CONSENT CALENDAR: Reports of Officers and Committee Chairs reported on the consent calendar and adopted without objection (see attached reports from the Grammateus) Establishment of a Gamma Epsilon Boulé Foundation Archon James Jordan Archon James Jordan, Chair, submitted a written report and outlined the recommendations and action plan of the special committee on establishing a non-profit foundation. This foundation will would coincide with the goals and objectives of Gamma Epsilon Boulé. This entity is Gamma Epsilon Inc. It was incorporated on September 22, 2017 under the guidance of Attorney John Davis of Legal Service of Northern California. The first board meeting was held on October 10, 2017 at the Embassy Suites. One of the primary goals of the foundation is to provide under privileged youth with the opportunities and valued experiences that can assist in making a future career choice. In addition, the foundation will assist youth of similar status with financial support while working to obtain a college degree. Currently the board of directors consists of James Jordan-President, Chet Hewitt- Vice President, Jim Lites- Secretary, Gary Strong-Treasurer, Shelton Duruisseau, Allen Warren and we are currently working to identify other board members. Our first objective will be to fund the foundation. Anyone who is interested in assisting in that effort please let Archon Jordan know. The board has agreed that the first fundraiser will be a golf tournament, which will be the annual signature event going forward. Our goal is to host the first fundraising event in spring 2018. The report by Archon Jordan was well received by the Executive Committee at its October 10, 2017 meeting and fully embraced by the membership at this October meeting. In fact, several Archons have already pledged to make a financial contribution to the Foundation. Special Report on the 2017 Pacific Regional in Seattle (hosted by Alpha Omicron, September 20-24)---Regional Delegate Archon Nathan Cox An estimated 240-plus attendees convened the Pacific Regional in Seattle. The Regional is held every two years in the odd-numbered year. As reported by Archon Cox, and others in attendance, it was one of the best Regionals in recent years and perhaps ever. One of the highlights of the five-day conference was the opportunity to enjoy some real hospitality, including on-board entertainment on one of the ships of Holland America. Archons were wined and dined as guests of Archon Orlando Ashford, the company s CEO. The following link makes it clear who is running this company: https://www.hollandamerica.com/blog/topics/staff-crew/meet-holland-americaline-president-orlando-ashford/
Future sites for the Regional are the following: 2019 in Pasadena, hosted by Gamma Zeta Boulé and 2021 in Los Angeles, hosted by Xi Boulé. (Note that in 2013, Gamma Epsilon Boulé hosted a highly successful event, Co-Chaired by Archons Cox and Cherry.) In terms of new officers, George Strait of Alpha Gamma Epsilon Boulé (Oakland- Berkeley) was elected as the Regional Sire-Archon Elect and will assume office in 2019. Grammateus Report---Archon Wilson As outlined in the detailed reports, Archon Wilson reported on the status of the six Voluntary Inactive Archons : Archons Dale Hunter, Carl Griffith, Clif Lamb, Douglas Norton, Ed Phillips and Wornel Simpson. The key points are that Archons can remain inactive for a total of three years, subject to the annual approval by the member boulé. MOTION TO APPROVE VOLUNTARY INACTIVE STATUS: Without objection, a motion was approved to continue the inactive status of all six inactive Archons. (See the attached Grammateus report for additional details.) MOTION TO APPROVE ARCHON MAY S TRANSFER: The second item was the request to approve the transfer of Archon Gary May (U.C. Davis new Chancellor) from Kappa Boule (Atlanta). Subject to Kappa Boule submitting the necessary paperwork, Gamma Epsilon approved the transfer. Thesauristes Report Archon Gary Strong (presented by Archon Willie Bell) These bulleted financials included notes explaining variances to the budget (see attached detailed report as an addendum to these minutes. We projected us finishing the year with a positive bottom line of $1,056. Upon further review, I noted that I didn t reflect the savings associated with cancelling the November meeting. The corrected projection now shows us at $3,556 positive. We were able to achieve this overall positive result primarily because: 1) we cancelled the September dinner meeting given the scheduling conflict with Pacific Regional Boule; and 2) Archon Miller was able to secure his organization s sponsorship of the Healthy Men s event. These savings were partially used to cover the cost of our sponsorship of the Urban League event for Dr. May and the incremental cost of the October 30 dinner, which includes Archousai. Carrying over a surplus into next year is a good spot for us to be in given that next year is a Grand Boulé year, and potentially a joint Alpha Party year. Also, Archon Ramey s untimely transition to Omega reduces the number of our membership and therefore our budgeted dues for next year.
Membership Council Report Archon Nathan Cox Archon Cox outlined his report on behalf of the Membership Council, which includes Council members, Archons Tommy Ross and Eugene Spencer: The deadline for submitting a Candidate Form is Monday, February 5, 2018. The 2018 Candidate Form must be formally submitted (postmarked) by the date listed above to our Grammateus, Archon Dotson Wilson. Please note the 2018 guidelines for submitting a Candidate are listed on our website (http://gammaepsilonboule.org/). As a reminder, any Co- Sponsors who are to be listed for the Candidate must also be included on the form when it is submitted. Membership Council Canvassing Process Friday, March 9 th to Saturday, April 7 th. Membership Council to meet on Monday, April 9 th to determine names to report to Membership for a Vote. Membership Council to report out Candidate Names for Vote on Monday, April 16 th. More details will be discussed/reviewed at the January Business Meeting. Finally, continue to use both the scheduled events of Gamma Epsilon and informal activities &/or events to get to know the best of our Potential Candidates for membership over an extended timeframe. This is very beneficial to both the Sponsoring Archon and the Membership Council as well. REMINDER ON POTENTIAL CANDIDATES Please see the Gamma Epsilon website for summary of desired qualities for Potential Candidates. Per comments at the 19 th Pacific Regional in Seattle, WA last month from both our Grand Sire Archon, Wes Coleman & our Grand Grammateus, Samuel Bacote, Sigma Pi Phi is approaching a historic number 5000 Active Archons. We need to continue to grow with quality men of distinction so we can continue to broaden the global impact of Sigma Pi Phi. Ad Hoc Committee Report on the October 30 th Reception for Archon Gary May Archon William Jahmal Miller Archon Miller, Chair, reported that we have over 50 RSVP s for this historic event in honor of Chancellor Gary May and his Archousa, LeShelle May. The event is scheduled for Monday, October 30, 2017. Archousa Maxine Duruisseau and several other Archousai are serving in a key role in planning the event. It is posted on our website and we will update the site to reflect photos from the event.
Alpha (Holiday) Event Archon Michael Keeley Archon Keeley reported on the upcoming Alpha (Holiday) Event, which is scheduled for Saturday, December 2, 2017 at 6:00 p.m. at the Sutter Club. Archons, Archousai and guests will be in attendance. All active Archons and Archousai of Gamma Epsilon are hosted at no cost. The cost for inactive Archons and the fee for guests is $175 per person ($350 per couple). Announcements and Milestones Sire Archon Duruisseau and the membership congratulated Archon Harold Jackson on his retirement. He retired from a successful career as the Chief of Orthopedic Surgery at Kaiser Hospital. Archon Jackson thanked his Archousa, Laura, for her support. Dr. Jackson will be joining Dr. Ron Smith, the only other African-American orthopedic surgeon in Sacramento. Summary of Main Motions The aforementioned committee reports were adopted by unanimous consent. Main motions: MOTION TO APPROVE VOLUNTARY INACTIVE STATUS: Without objection, a motion was approved to continue the inactive status of all six inactive Archons. MOTION TO APPROVE ARCHON MAY S TRANSFER: The second item was the request to approve the transfer of Archon Gary May (U.C. Davis new Chancellor) from Kappa Boule (Atlanta). Subject to Kappa Boule submitting the necessary paperwork, Gamma Epsilon approved the transfer. Submitted by E. Dotson Wilson, Grammateus (1/19/2018)
ADDENDUM Report of the Grammateus Thesauriste s Financial Report
Grammateus Report for the October 20, 2017 Meeting In addition to the standard administrative duties such as maintaining lists, updating the website, drafting agendas and coordinating induction materials, the report for this month Gamma Epsilon Boulé meeting includes the following consent items: Transfer Request from Gary May A transfer request for U.C. Davis Chancellor Gary May is pending with his current Member Boulé in Atlanta (Kappa Boulé). Status of the Gamma Epsilon Membership and Voluntary Inactive Members (i.e. leave of absence for an Archon in good financial standing) As of October 1, 2017, Gamma Epsilon has 33 active members and 6 voluntary inactive Archons. As a reminder, under the Grand Constitution and By-Laws, Archons can only remain on voluntary inactive status for a total of three consecutive years. Based on the list of our voluntary inactive Archons, the applicable dates are noted below. The inactive Archons listed below received a letter in July of this year that informed them of their status, all deadlines and options. There are currently a total of 6 Voluntary Inactive Archons as of 10/1/2011 (first date is the start date of voluntary inactive status; second date is the end of the threeyear period). At the end of the three-year period, a Voluntary Inactive Archon is moved to Involuntary Inactive status. The process includes notice of all deadlines and options. 1. Dale Hunter (11/18/2016; 11/18/2019) 2. Carl Griffith (9/11/15; 9/11/18) 3. Clif Lamb (5/20/15; 5/20/18) 4. Douglas Norton (5/15/15; 5/15/18) 5. Ed Phillips (2/19/16; 2/19/19) 6. Wornel Simpson (11/18/2016; 11/18/2019) Proposed Motion to Continue the Voluntary Inactive Status Without objection, the Grammateus proposes that Gamma Epsilon Boulé continue for one year the Voluntary Inactive Status of the above Archons. Each inactive Archon has requested in writing that we continue his inactive status. Corrected: Submitted by Archon Wilson, Grammateus for the October 10, 2017 Executive Committee meeting and the October 20, 2017 business meeting.
Gamma Epsilon Boule Thesauristes Report October 20, 2017 Archons please excuse my absence at tonight s meeting. After several heavy weeks tending to hurricanes and wildfires, I have to tend to the family tonight. Archon Wilson included a copy of the projected financials for the year in the pre-mailed information. These bulleted financials included notes explaining variances to budget. They projected us finishing the year with a positive bottom line of $1,056. Upon further review, I noted that I didn t reflect the savings associated with cancelling the November meeting. The corrected projection now shows us at $3,556 positive. We were able to achieve this overall positive result primarily because: 1) we cancelled the September dinner meeting given the conflict with Pacific Regional Boule; and 2) Archon Miller was able to secure his organization s sponsorship of the Healthy Men s event. These savings were partially used to cover the cost of our sponsorship of the Urban League event for Dr. May and the incremental cost of the October 30 dinner which includes Archousai. Carrying over a surplus into next year is a good spot for us to be in given that next year is a grand boule year, and potentially a joint Alpha Party year. Also, Archon Ramey s untimely transition to Omega reduces the number of our membership and therefore our budgeted dues for next year. Speaking of dues. If you brought your check to tonght s meeting, please give to Archon Wilson who can mail to me. Otherwise, please send them to my home address as soon as possible, but no later than November 20. Respectfully Submitted Archon Strong Thesauristes
Gamma Epsilon Boule 2017 Projection as of October Revised Projected Variance to Budget Full Year Revised Budget TOTAL INCOME 72,225 72,225 - Social Action Committee 3,500 a - (3,500) Business & Public Policy Committee 1,000 b 5,750 4,750 Total Committee Expenses 4,500 5,750 1,250 Total Dues 17,640 17,640 - Beta Event Expenses 4,000 3,784 (216) Gamma Event Expenses 5,000 6,564 1,564 Spring Mixer 1,000 1,000 - Alpha Event 15,000 15,000 - Total Event Expenses 25,000 26,348 1,348 Original budget 7 meetings 20,250 d 14,096 (6,154) Monthly Meetings Total Meeting Expenses 20,250 14,096 (6,154) Total Other Expenses 3,912 c 3,912 - Contingency 923 c 923 - Grand Expenses Total Reserves 923 923 - TOTAL EXPENSES 72,225 68,669 (3,556) NET INCOME (LOSS) - 3,556 3,556 a - Archon Miller covers Healthy Men's b - Dr. May $1,750 Urban League sponsorship and $4k Dinner (assumes no other expenditures) c - $1K Sire Archon a/c, $923 Contingency and $1K discretionary website improvement budget not yet spent Set-up cost for foundation has not been included in projection. d - October 20 meeting is last one of the year and I've projected it at $3K.