Alpha Kappa Alpha Sorority, Incorporated Zeta Chi Omega Chapter General Membership Meeting Nannie J. Lee Center, Alexandria, VA Soror Rhonda Luss, Basileus, Presiding Minutes Date: Saturday, December 3, 2016 General Membership Meeting No.: 16-09 The meeting was held on Saturday, November 5, 2016, at Nannie J. Lee Center, Alexandria, VA. The meeting was called to order by Soror Rhonda Luss, Basileus at 10:01 am. Meditation: Led by Soror Regina Hawkins. Greetings: Soror Gayle Jordan Introduction of visiting sorors: Soror Vickie Freeman, Soror Andrea Sims-Parson, Soror Daizsa Holland, Soror Tiffany Mitchell, Soror Melanie Warner, Soror Kenda Layne, Soror Tramaine Miller-Harris, Soror Kenda Lewis Gusme, Soror Mikita R Brown, Soror Ayanna Puryear, Soror LaSonja Black, Soror Robinette Butler, Soror Nikkia Wharton, Soror Sherri Chambers, Soror Keisha Powell, Soror Cherelle Wright, Soror Merilyn Jackson Burgess, Soror Cleon "Janelle" Woodbury, and Soror Queschae Blue-Clark Quorum: Soror Yvette Darnaby, Philacter. Zeta Chi Omega 96 sorors present; quorum established. Adoption of Agenda: Soror Rhonda Luss, Basileus MOTION: Soror Gayle Jordan moved to adopt the agenda. Motion seconded. Call for the vote. Motion carried. Reading and Disposition of October Minutes Soror Patricia Edwards, Grammateus MOTION: Soror Darlena Ricks moved to accept the October minutes. Motion seconded. Call for the vote. Motion carried. Reading of Correspondence-Soror Steronica Mattocks, Epistoleus Presented written report. Received correspondence from Baird, Mandalas & Brockstedt, LLC, the law firm representing the Brooks Family Trust, stating that Ivy Beyond the Wall Barbara M. Brooks gifted the Zeta Chi Omega Chapter $3,000.00. The Chapter is required to complete and return the receipt of release. Received an invitation to the 95 th Anniversary Celebration of the Delta Omega Omega Chapter of Alpha Kappa Alpha Sorority, Incorporated. Delta Omega Omega was the first Graduate Chapter in the Mid-Atlantic Region. Nominating-Soror Bonnie Jones-Moon, Chairman Presented written report Stated only one candidate for the following positions: Anti-Basileus, Anti-Grammateus, Tamiouchos, and Epistoleus. MOTION: By the direction of the Nominating Committee, Soror Bonnie Jones-Moon moved that the Chapter elect the following candidates: Anti-Basileus- Soror Robin McCoy, Anti-Grammateus-Soror Erika Bouknight, Tamiouchos-Soror Stephanie Woodland Kelly, and Epistoleus-Soror Tamiko Francis by acclamation.
The following candidates were certified for elections: Anti-Pecunious Grammateus-Soror De Tisha Joy Page Soror Monique Robinson Hodegos-Soror Candace Rogers Soror Jessica Simms Nominating Committee- Soror Ade Leake Gore Soror Angie Hemingway Soror Vanessa Jackson Soror De Tisha Joy Page Soror Carol Turner Tellers-Soror Darhyl Jasper-Chairman Presented voting procedures with voting to take place by ballot, beginning at 10:30 AM, and ending at 11:30 AM. Explained that there was an error on the ballot under the Nominating Committee. There are only four positions available, not five. OFFICER REPORTS Basileus: Soror Rhonda Luss Presented written report. Report is also in the Ivyette. Reminded Sorors of the December Joint Meeting with Sigma Alpha Chapter, and the Holiday Luncheon immediately following the December meeting. The cost for the luncheon is $40 for Zeta Chi Omega Sorors and $45 for Visiting Sorors. Recognized all Veterans, who have served or are serving in the Armed Forces. Announced the Leadership Institute will take place on Saturday, December 17, 2016, at 10:30 AM MOTION: By the direction of the Executive Committee, it is moved that the Zeta Chi Omega Chapter give each of the five (5) Nannie J. Lee staff members a $50 gift card for the holidays. Funds will come from contingency. Call for the Vote. 107 Affirmed. 0 Opposed. Motion carried. Anti-Basileus: Soror Tamara Rowe Presented Proposed 2017 Chapter Calendar MOTION: By the direction of the Program Committee, Soror Tamara Rowe moved that the Chapter accept the Proposed 2017 Chapter Calendar. Call for the Vote. 126 Affirmed. 1 Opposed. Motion carried. Presented 2017 Recommendation of Community Donations MOTION: By the direction of the Program Committee, Soror Tamara Rowe moved that the Chapter accept the recommendations from the Program Committee for Community Donations. These recommendations will be presented to the Ivy Foundation of Northern Virginia for review. Call for the Vote. 132 Affirmed. 0 Opposed. Motion carried. Senior Citizens Holiday Luncheon-Soror Darlena Ricks, Co-Chairman -Presented written report -Annual Senior Citizens Luncheon scheduled for Saturday, December 10, 2016, from 11:30 AM-2:30 PM, at the Drew Model School and Community Center. -The theme is Celebrating the Season with Our Seniors. -Invitations were extended to 18 Senior Centers 2
-Mr. Big Boy s Kountry Kookin will cater the luncheon. Tamiouchos Soror Robin McCoy General Fund Account: Beginning Balance as of October 1, 2016 $ 57,035.55 Total Revenue $ 66,063.01 Total Expenditures $ 2,550.12 Ending Bank Balance as of October 28, 2016 $ 63,512.89 Property Fund: Beginning Balance as of October 1, 2016 $264,300.76 Ending Balance as of October 28, 2016 $256,876.57 Presented written report. Report will be filed for audit. 2015 Financial records presented to the Audit Committee for review. Introduced Finance Committee members Presented 2017 Chapter Budget and 2017 Proposed Chapter Dues of $320 for non-life members and $195 for life members. MOTION: By the direction of the Executive Committee, it is moved that the Chapter approve the Proposed 2017 Chapter Budget and the Proposed 2017 Chapter Dues and Assessments. Discussion. Call for the Vote. 129 Affirmed. 2 Opposed. Motion carried. Soror Blanche Maness stated that there may be an additional request for funds for the Protocol Committee. Anti-Pecunious Grammateus: Soror Crystal Lander Total Membership as of 10/30/2016: 382 Total Cash Receipts for period 10/01/2016-10/30/2016: $8,704.04 Note that the Pecunious Grammateus and Tamiouchos reports differ due to items receipted in October, but not yet reflected in the deposits for October. Graduate Advisor: Soror VaShawn Guice Veal Presented written report Reported results of Sigma Alpha Chapter s Evaluation of years 2011-2014: Sigma Alpha Chapter received a Not Satisfactory/Needs Improvement (3) rating. Sigma Alpha Chapter must correct the deficiencies within 6 months and provide an Action Plan to the Regional Director. December is the Joint Chapter Meeting with Sigma Alpha Chapter and Zeta Chi Omega Chapter. Hodegos: Soror Gayle Jordan Presented written report Recognized November birthdays. Received thank you note from Golden Soror Darhyl Jasper Sorors are encouraged to bring Christmas cards to the December meeting to send to Soror Toni Gant Soror Katrina Moss is very ill. Soror Rhonda Luss asked Soror Jean Melvin Martin to lead the Chapter in prayer for Soror Katrina Moss. 2 birthday and 1 condolence arrangements were sent. 3
STANDING COMMITTEE REPORTS Bylaws- Presented by Soror Irma Bogan Presented written report On November 2, 2016, the Bylaws Committee received the following proposed bylaw amendment: Article II-Regions, Section 8 Clusters should plan to meet in odd numbered years; thus, no clusters or similar sub-units will meet in Boule years or even-numbered years. In non-meeting years, at the discretion of the Regional Director, teleconferences or webinars would provide information to members. Sorors recommended the following changes to the Rationale and Financial impact: Change no new in Rationale to limited Change Conference calls are free and can be done from personal residences to Conference calls are more cost-effective in Rationale. Change Cost to Costs in Financial Impact MOTION: Soror Jackie Roundtree moved that the Proposed Bylaw Amendment, with the noted corrections to the Rationale and Financial Impact, be sent to the Regional Director. Call for the Vote. 117 Affirmed. 0 Opposed. Motion carried. Standards: Soror Jennifer Hansborough, Chairman Presented written report Distributed Chapter Assessment Form for completion by sorors. In order to receive recognition from Corporate as in previous years, at least ¾ of the Chapter will need to complete the Form. Standards Committee will be following up on any outstanding Mid-Year Committee Reports. EOY reports are due in December. Membership: Soror Tonya Perkinson, Chairman Presented written report Canceled New Member Orientation due to low response Reviewed MIP Prospective Candidate Sponsor Requirements -Sponsors and co-sponsors are required to have at least 24 consecutive months of active membership in a Graduate Chapter -Sponsors and co-sponsors must be active, financial, participating members of Zeta Chi Omega Chapter for 24 consecutive months preceding the date the MIP request is submitted to the Regional Director. Anticipated submission date: 01-20-17 -Sponsors and co-sponsors must have served and participated on at least one or more committees within the Chapter or IFNV during the 24 months preceding the MIP request submission -Sponsors and co-sponsors should have attended at least 11 chapter meetings during the 24 consecutive months preceding the MIP request submission -Sponsors and co-sponsors should have attended at least one sorority-sanctioned meeting during the 24 consecutive months preceding the MIP request submission. Form and criteria on Chapter website Connections: Soror LaFrances Williams, Chairman Presented written report 4
Encouraged all sorors to vote Election Watch Party scheduled at TGIFridays in Springfield on Tuesday, November 8 th, from 7-9 PM AD HOC COMMITTEE REPORTS Strategic Planning: Soror Carol Turner, Chairman Presented written report Stated that the Proposed Zeta Chi Omega 2016-2020 Strategic Plan was presented at the October meeting and displayed on the Chapter website for review MOTION: By the direction of the Executive Committee, it is moved that the Chapter approve the proposed 2016-2020 Chapter Strategic Plan. Call for the Vote. Unanimous Vote. Sisterly Relations: Soror Stephanie Woodland Kelly, Chairman Presented written report In an effort to facilitate connectedness in a chapter of more than 350 members, Zeta Chi Omega has Sister Circles. Sister Circles (SC) align smaller groups of sorors based on geographic location providing an opportunity for sisterly bonding on a smaller scale. Annual Holiday Chapter Luncheon will be held on Saturday, December 3, 2016, at the Hyatt Regency Crystal City. Chapter photo will be taken prior to the luncheon. The cost per Zeta Chi Omega soror is $40. The cost for all other sorors is $45. Attire is black with green accents; no pants. Sisterly relations activity at AMC Hoffman Theater to see Almost Christmas at 4:15 PM on 11/12/16. Founders Day 2017: Soror Saundra McCullough-Cobey, Chairman Presented written report and skit Founders Day 2017 will be celebrated at Ft. Belvoir Officers Club, on January 28, 2017. The cost will be $40 per person for a lunch buffet to include two entrees, two vegetables, two starches, one dessert, fresh salad, assorted dinner rolls with butter, coffee and tea. Madam Regional Director, Soror Joyce Henderson, will be the guest speaker. Service Project will be the collection of SmarTrip cards in the amount of $10. There is a $2 fee and $8 will be loaded on the card. These cards will be donated to the residents of the Carpenter s Shelter. EAF: Report presented by Soror Tifani Burgess Presented written report GIVING TUESDAY is November 29 th -Let EAF be your non-profit of choice EAF supporters could be honored as Woman of Distinction or Woman of Excellence depending on their level of contributions Donations to EAF are tax write-offs and support scholarships and community assistance awards. UNFINISHED BUSINESS Election Results: Soror Darhyl Jasper 188 Members NEW BUSINESS 5
186 ballots were cast Votes were as follows: Anti-Pecunious Grammateus-De Tisha Joy Page- 61 Anti-Pecunious Grammateus-Monique Robinson-121 Hodegos-Candice Fields Rogers--------------------------51 Hodegos-Jessica Simms-----------------------------------128 Nominating Committee Ade Leaka Gore--------------------------------------------- 137 Angie Hemingway------------------------------------------ 116 Vanessa Jackson-------------------------------------------- 152 De Tisha Joy Page-------------------------------------------111 Carol Turner--------------------------------------------------153 Presentation of Elected Chapter Officers for 2017-2018- Soror Rhonda Luss, Basileus Anti-Basileus-Soror Robin McCoy Anti-Grammateus-Soror Erika Bouknight Tamiouchos-Soror Stephanie Woodland Kelly Anti-Pecunious Grammateus-Soror Monique Robinson Epistoleus-Soror Tamiko Francis Hodegos-Soror Jessica Simms 4 Members Elected to the Nominating Committee Soror Ade Leaka Gore Soror Angie Hemingway Soror Vanessa Jackson Soror Carol Turner ANNOUNCEMENTS Luncheon Fashion Show: Soror Jennifer Hansborough, Chairman The 58 th Annual Cooley-Moore Scholarship Luncheon Fashion Show will be held Sunday, November 13, 2016, beginning at 2:00 PM, at the Hilton McLean in McLean, Virginia. Ticket prices are $75, and tables are $750. There are still tables available. Time and Place: The next General Membership meeting will be a Joint Chapter Meeting with Sigma Alpha Chapter held on December 3, 2016 at the Hyatt Regency Crystal City at 10:00 am. Adjournment: The meeting adjourned at 1:09 PM, followed by the International Hymn and Pledge. Grammateus Date Approved Basileus 6