Minutes Alpha Kappa Alpha Sorority, Incorporated Upsilon Eta Omega Date:_March 5, 2016 Regular Meeting No. 3 The meeting was held on _ March 5, 2016 at the Oxmoor Community Center in Birmingham, AL. The meeting was called to order by Soror Michelle Harris, Basileus at 9:34 a.m._. The meditation was given by Soror Manessa Wilson, Chaplain. The agenda was adopted with the following corrections and additions: 1) The Environmental Ownership has a report which will be given by Soror Manessa Wilson. 2) Finished Business on the agenda should be changed to read New Business. 3) The Membership has an announcement which will be given by Soror Glenda Brown Wade. 4) The Family Strengthening has an announcement which will be given by Soror Keondra Hampton. 5) The Stroll and Step Team has an announcement which will be given by Soror Tommeshia Hubbard. A quorum was established. ( X) Yes ( ) No. There are _131 sorors on roll with 82 members present and 8 visiting sorors. See attached attendance list. READING AND DISPOSITION OF MINUTES The minutes of the _February meeting were approved as received. (X) Yes ( ) No REPORTS OF OTHER OFFICERS Tamiouchos: Summary of financial statement filed as read: (C) Soror Aneidre Allman Operating Account: Checking (Wells Fargo) Balance: $ 25,957.94 Operating Account: Money Market (Wells Fargo) Balance: $ 4,726.45 Anti-Tamiouchos: Soror Gloria Carter Summary of financial statement filed as read: (C) Foundation Account: Checking (Regions) Balance: $ 33,530.09 Savings (Regions) Balance: $ 783.33 The deadline for donations to the Allison Owens Scholarship Fund will be March 31, 2016. Pecunious Grammateus : Soror Connie Cobb Madsen Summary of funds received and filed as read: (C) Funds received for February 29,_2016 $_17,975.69 (NO Action Required) Anti-Pecunious Grammateus: Soror Elaine Mosley Total Membership for 2016: 129 members Summary of Funds received and filed as read: (C) Funds received for February 29, 2016 $ 2,555.00 (NO Action Required) 1
Epistoleus: Soror Michelle Sallie Lee Monthly correspondence filed as read: (C) The Chapter correspondence were read. There were 2 support requests, which are as follows: Tau Sigma Chapter of Phi Beta Sigma Fraternity 2nd Annual Demetrius C. Newton Sapphire Scholarship Ball, April 30, 2016 o $450.00 (plus $9.95 fee) Table of 10 o $350.00 (plus $9.74 fee) Table of 8 o $50.00 (plus $2.24 fee) Single Ticket o $100.00 (plus $3.49 fee) Full Page Ad o $77.87 (plus $2.87 fee) Half Page Ad o o $50.00 (plus $2.24 fee) Fourth Page Ad $25.00 (plus $1.62 fee) Business Card Soror Malera Traylor Wright moved that we purchase 2 tickets for the event. The motion was moved and properly seconded. Motion Carried. Fairfield Tigers Youth Sports Association for sponsorship with recreational sports activities for the youth. o A donation to a specific player, team or program o A sponsorship of a player, team, program or the entire organization o In-kind donations of products or services o Advertisement/Signage on banners, uniforms, etc. A gift of. o $125.00 will allow a child to participate o $350.00 will pay for league fees and insurance for 1 season o $800.00 will buy field and practice equipment o $4,500.0 Soror Sherrill Alexander moved that we make a donation of $125. The motion was moved and properly seconded. The motion carried. Hodegos: Soror Bianca Moore (No Action Required) Summary of visitors, courtesies, etc. filed as read: (C) Recognized sorors who celebrate their birthday in the month of March. The Hodegos also, reported sisterly AKAlades and concerns of chapter members & recognized visiting sorors. Upsilon Eta Omega now has two orange reserved parking cones. These cones were donated to the chapter by our Anti-Basileus, Soror Ayla Russell. We will use these cones for reserved parking for our golden sorors at regular chapter meeting. The two cones belong to Upsilon Eta Omega and will be used only as needed. Thank you to Soror Ayla for purchasing these two cones! Anti-Basileus/Program: Soror Ayla Russell (NO Action Required) Summary of report filed as read: (C) Made chapter members aware of upcoming events on the calendar. ASCEND visited two HBCU s, Tuskegee University and Alabama State University on Saturday, February 27th. ASCEND will Paint the Bowls for Magic City Harvest on March 19th at C.J. Donald Elementary, time TBA. All sorors are welcome to attend. 2
EYP will meet on March 5th at the Oxmoor Community Center immediately following March regular chapter meeting. The 2016 Scholarship Workshop will be held Saturday, March 6th at 3:00 p.m. at JCCEO-Kingston Center. The City of Fairfield Easter Egg Hunt is Saturday, March 26th from 11pm 2 p.m. We need sorors to volunteer for various duties prior to and during the Easter Egg Hunt. Please contact Soror Veronica Ellison for more information. Family Strengthening will sponsor a Home Ownership Seminar on March 19th at 2:00 p.m. at Oak Knoll Health and Rehabilitation (824 6th Avenue W near Birmingham Southern College). The presenter is Michael Shine, Licensed Real Estate Agent. Family Strengthening will collect seasonal wraps at regular chapter meeting throughout the year. Please bring gloves, socks, scarves, etc. to those meetings. Please remember to submit any HBCU donations. The $8 campaign is still open on aka1908.org for HBCU giving. Registration for the Longest Day for Alzheimer is now open. Please register on alz.org/longest day and use code AKA for a free Longest Day registration. Our team name is AKA-Upsilon Eta Omega. Please remember to submit Soror Profile Sheets to select the committees in which you would like to serve. Basileus: Soror Michelle Harris (NO Action Required) Summary of report filed as read: (C) Received a Thank you letter from Madame Supreme, Soror Dorothy Buckhanan Wilson, regarding the Joint Founders Day Program. The 84th SERC will be held March 10-13, 2016 in Mobile, AL. Sorors who are attending are encouraged to participate in the 85th SERC Invitation and to attend the Ivy Beyond the Wall Ceremony. Received the 84th SERC At-A-Glance. The 67th Boule registration is now open. Early registration fee is $400.00 until April 15th. After April 15th registration fee is $450.00. All sorors are encouraged to attend. The boule will be held at the Georgia World Congress Center in Atlanta, GA. Update on the status of the restatement of Nu Delta a congratulatory letter from the college is being prepared. Happy Easter to all of you. (NO Action Required) 3
REPORTS OF EXECUTIVE, STANDING COMMITTEES AND AD HOC COMMITTEES Disposition of committee report was: A. Referred back to committee B. Postponed C. Placed on file D. Adopted in part (explain) E. Adopted in its entirety F. Referred to another committee (explain) Executive : Soror Cynthia Todd Disposition of Report C Report Attached (X) Yes ( ) No No Quorum was present, therefore no recommendations were voted on at the meeting. Budget and Finance Soror Aneidre Allman Disposition of Report E Report Attached (X) Yes ( ) No The Budget and Finance met on February 18, 2016 at Regions Harbert Center. The purpose of the meeting was to compose addendums to the approved operating and foundation budgets for 2016. Recommendation: The Budget and Finance recommended that all addendums to the 2016 Operating Budget be accepted and approved. Discussion: Soror Beverly Dixon stated that the Fisk Alumni donation, be changed to read the Birmingham Fisk Alumni Association. Soror Michelle Sallie Lee stated that the Mayors Ball should be changed to read the UNCF Mayors Masked Ball. Soror Melva Langford stated that since the Ball was oversold, the chapter will be refunded $400.00 (No one from the chapter attended). Technology Soror Vonderia Yeldell Disposition of Report C Report Attached (X) Yes ( ) No The Technology Chair (Vonderia Yeldell) and Co-Chair (Rukiya P. McClain) met with the Basileus (Michelle Harris) and the Epistoleus (Michelle Sallie Lee) on Monday, January 25, 2016 at the Birmingham Public Library Main at 5:30 pm. Topics Discussed: Chapter Website and Content, Email Distribution Frequency, Social Media Content, Phone Tree Service Options. RECOMMENDATION: The committee has researched free calling tree solutions per the recommendations from the January Executive Board Meeting. There are no Free solutions for the number of members in our chapter. The is recommending that the chapter purchase Call Multiplier package for $34.99 per month for up to 150 members due to the economical price and features in comparison to the other phone tree services listed above. 4
Discussion: Soror Michelle Sallie Lee asked about the yearly fee for the Call Multiplier Soror Sherrill Alexander answered that the yearly cost would be $419.88. Soror Vonderia Yeldell further explained how the phone tree would work. The motion was moved and properly seconded for the chapter to purchase the Call Multiplier package at $34.99 per month for up to 150 members. The chapter website is back in our possession and will be updated soon. Sisterhood Soror Bianca Moore Disposition of Report Report Attached ( ) Yes ( ) No The Sisterhood met on Tuesday February 16, 2016 at the home of Soror Bianca Moore in Fultondale, AL. The minutes from the meeting have been sent to all sorors which includes information about the budget, upcoming quarterly outings, Christmas Brunch and Chapter Retreat. Recommendation: The committee is recommending that the Christmas Brunch be held at the Hyatt Regency. There was no discussion; The motion carried. Scholarship Soror Jamesel Lewis Disposition of Report Report Attached ( ) Yes ( ) No The Scholarship met on Monday February 29, 2016 at 6:00 p.m. at the JCCEO Midfield Office. The deadline for submitting scholarship applications was February 24th (postmarked).we received 20 applications. Details for The Scholarship Workshop to be held on Sunday, March 6th at JCCEO Kingston Center at 3:00pm were finalized. Sorors are asked to wear black bottoms and pink and/or green tops. The scholarship budget is $1000.00 for expenses and $15,000.00 for scholarships. Also the one time only scholarship in memory of Soror Allison Owens will be awarded. Soror Jamesel will check with Soror Deborah Hawkins for clarification on this scholarship distribution. The Essay Sub- (Sorors Eunice Rogers, Wanda Jackson, Tamera Clay) will review essays the week of February 29 th. The Interviewing Sub- (Sorors LaJeana Boyd, Eunice Rogers, Wanda Jackson, Karen Williams and Tamera Clay) will interview applicants on (March 15th and March 17th). After the final scoring has been completed on all qualifying applicants, the scholarship recipients will meet with Sorors Miriam and Kimberly to prepare 5
for the awards presentation. Recommendation: The Pink and Pearls Scholarship Awards Presentation and Reception will be held on Saturday, April 30th at 1:00pm at the Summit Club. The committee recommends a ticket price of $15.00 per person. The speaker is Dr. Kelley Castlin-Gacutan, Superintendent of Birmingham City Schools. Soror Michelle will send a formal invite. No Discussion; Motion Carried Environmental Ownership Soror Mannesa Wilson Disposition of Report Report Attached ( ) Yes ( ) No Recommendation: Environmental Ownership recommended that the chapter partners with the NPHC by volunteering time at the 2016 Household Hazardous Waste Collection Day scheduled Saturday, March 19, 2016 from 9:00 AM to12:00 Noon at Legion Field-McLendon Park. No Discussion; Motion Carried Old/Unfinished Business Summary: Soror Soror New Business Election of Delegates for 67 th Boule Tellers: Soror Eunice Rogers Soror Miriam Blankenship Soror Shelia Foreman Summary: There will be a total of 10 Delegates with 2 Alternates: 1) Soror Tommeshia Hubbard (Lead) 69 votes 2) Soror Bianca Moore 67 votes 3) Soror Elaine Mosley 65 votes 4) Soror Mannesa Wilson 63 votes 5) Soror Cynthia Todd 58 votes 6) Soror Beverly Dixon 55 votes 7) Soror Deborah Thomas 51 votes 8) Soror Keondra Hampton 45 votes 9) Soror Raven Moore 43 votes 10) Soror Jamiese Mims 41 votes 11) Soror Wanda Jackson 38 votes ** Soror Michelle Harris and Soror Ayla Russell are automatic delegates Announcements: Summary: Consult the chapter s web site for upcoming events and announcements at: www.upsilonetaomega.com Soror Bianca Moore The Regional Conference Shirts will be available the Friday before the Regional 6
Conference. Rehearsal for the invitational will be today March 5th at Stillman College. Soror Jamiese Mims Soror Wanda Jackson Soror Glenda Brown Wade Soror Keondra Hampton Soror Tommeshia Hubbard Soror Cheryl Kidd Soror Linda Nelson Soror Mattie Atkins Soror Tracey Morant Adams NPHC will hold a fundraiser pancake breakfast at Applebee s in Hoover from 7:30-9:30 a.m. on March 12 th. Tickets are $5.00. BBBS Bowling needs more volunteers for the event on April 23 rd from 1-3p.m. at Brunswick Bowl. Greek Mixer will be held on April 30 th from 9p.m. 1a.m. The Membership thanked those who attended the mentoring workshop last week. For those still interested, please contact the committee. The next meeting will take place on March 22 nd, place TBD. Certificates are available for those who attended the workshop The Family Strengthening will host a Home Ownership Seminar. Please see the flier that was e-mailed for further details. The Stroll and Step Team will be competing at the SERC next week. Please come and cheer on the chapter. All delegates will meet after chapter meeting today. The 20 th Anniversary Shirts are available for pick-up. Seasonal Wraps are being collected today. All documents are available for pick up. The Valley Pearls Service Foundation will meet immediately following chapter meeting today. The meeting was adjourned at _10:56 a.m. (X) a.m. ( ) p.m. The next meeting will be on Saturday April 9, 2016 at 9:30 a.m., at The Oxmoor Community Center. Grammateus Date Approved Basileus 7