omega psi phi fraternity, inc. 12th district keeper of records & … · 2014. 10. 4. · 12th...

12th DCFM Minutes 10/04/14. of 20

Omega Psi Phi Fraternity, Inc.

12th

District

Keeper of Records & Seal Dennis R. Martinez (Theta Pi Chapter)

1374 Gordon Lane, Santa Rosa, CA 95404-5664

Home - (707) 526-1251 Mobile (707) 495-5425

[email protected] [email protected]

Subject: 12th District Council Fall Meeting, October 4, 2014.

Hosted by Zeta Upsilon Chapter, Seattle, WA

I. Meeting Call to Order and Formal Opening - Brother Freddrick Alexander, 12th DR at 9:01 AM,

PST.

II. Opening Prayer - Brother Derrick Delaney, District Chaplain.

III. Welcome by Brother Rob Gary Jr., PacNW Area Rep., Basileus, Zeta Upsilon Chapter.

IV. Roll Call.

DISTRICT OFFICERS

DR - Freddrick Alexander P DKRS - Dennis Martinez P 80th GM – Leon Pearson P

1VDR - James Walker P DKF – Robert Robinson P 69th DM – Ricky Lewis P

2VDR – Branden Berry P DC – William Edwards P 70th DM – David Forbes P

IPDR - Sedrick Spencer E Chaplain - Derrick

Delaney P DPR - Nick Thompson P

AREA REPRESENTATIVES

AK - Franklin Harris A NorCal – Jeff Williams P SW - William A. Smith P

Pac NW - John Johnson A SoCal - Tim Melton P

STANDING COMMITTEES

Civic Affairs -

Andrew Davis A Membership -

Eddie Bickham P Social Action -

Michael Milliner P

AA Life & History -

Darroll Love E Rules -

Damon Scott A Ways & Means -

Robert Robinson P

.

Chapters

Alpha Mu A Alpha Rho P Alpha Theta A Beta Mu Mu A

Chi Alpha Alpha A Chi Nu A Delta Alpha Alpha A Delta Iota Iota P

Delta Pi P Epsilon Mu A Epsilon Xi P Eta Alpha Alpha P

Gamma Alpha Alpha P Iota Iota Iota A Kappa Xi P Lambda P

Lambda Omicron P Mu Alpha Alpha P Mu Kappa Kappa A Omicrom Nu P

Phi Beta Beta P Phi Iota P Phi Lambda P Phi Omicron P

mailto:[email protected]



Chapters

Pi Chi A Pi Rho P Psi Xi P Sigma Iota P

Sigma Iota Iota P Tau Alpha Alpha P Tau Tau P Theta Pi P

Xi Gamma Gamma P Xi Nu A Zeta Nu A Zeta Rho P

Zeta Tau P Zeta Upsilon A

Quorum is present: 15 of 21 Officers present (with 2 excused), 25 of 38 Chapters present (13 required).

V. Minutes of 69th 12th District Meeting accepted as posted on-line.

VI. Officers’ Reports (All Officers’ reports were posted on-line prior to the DCM).

A. District Representative - Bro. Fred Alexander (Alpha Rho).

1. Supreme Council Meeting Summary.

a. Undergraduate Activities - The moratorium on Undergraduate Activities is lifted

effective immediately.

b. Membership Selection Process (MSP) - The moratorium on MSP is lifted effective

immediately. For the 12th District, a specific plan for MSP will be communicated

separately. Also, mandatory MSP training for the enhance MSP program will be

done at the U/G Summit in January. More info to come.

c. St. Jude's Children's Hospital - Fraternity will formalize support of the hospital.

40% of children are African-American.

d. Ferguson, MO - Brothers now mobilized to register ~4,000 voters. Youth Summit

planned for October 3, 2014 with the help of 12th District YLC Program.

e. Smithsonian Institute – We are the only Divine 9 committed to a $1M donation.

Seven (7) out of the initial ten (10) fraternity items identified for donation to

Museum of African American History & Culture have been taken by the

Smithsonian. The three not included:

1) E E Just Microscope. Granddaughter says it’s hers.

2) Portrait of Carter G Woodson. Need to authenticate it.

3) Four (4) bust of the Founders with bios (however, they did take the diploma of

Founder Just).

f. Mid-Term Elections - Fraternity needs to drive Voter Registration, Education and

Mobilization (VREM) activities to push voter turnout in the upcoming elections.

g. 2015 International Meetings - The International Undergraduate Summit has been

scheduled for January 22-25, 2015 in Atlanta, GA and the International Leadership

Conference has been scheduled for July 8-12, 2015 in Jacksonville, FL.

h. International Committees - Several new committees have been established and

staffed, at least with Chairmen.

1) Prostate.

2) Advanced Degree (help w/school fares at National Meetings).

3) International Members Committee (work w/13th to address issues).

4) Risk Management and Self Insurance (Frat looking at being self-insured).

5) Professional Athletes and Entertainers (reclaim big names).

6) Omegas Top 100 (reclaim top executives back into the fold. develop & raise $

Omega).

7) Military Affairs (recognize and acknowledge their needs).

A complete listing of committees and chairmen will be posted on the IHQ Website.


12th District DR had serious reservations about the increase in committees when the

Fraternity should be looking to eliminate or merge others together. 1VGB David

Marion will conduct an assessment of the committees and report back to SC in

January. Also,

GKF will conduct a budget analysis of the committees. Both Grand Officers will

provide recommendations.

i. Medical Collaborations - Fraternity will formalize a collaboration with the National

Institute of Health, National Institute of Minority Health and Health Disparities and

the Centers for Disease Control (Million Hearts campaign. Prevent

Heart attacks and strokes).

j. Lifetime Achievement Award - Fraternity will honor Muhammad Ali with a

Lifetime Achievement Award.

k. "Manhood Mondays" - The Undergraduate Council is driving an activity to clean

up the fraternity's image by posting pictures on Social Media of Brothers dressing

professionally on Mondays. Three tags have are being used: #ManhoodMonday,

#ManhoodMondays and #OmegaManhoodMondays.

l. 79th Grand Conclave - While the financial numbers are not final, the current

expectation is that the fraternity will take a loss on the recently-completed Grand

Conclave in Philadelphia. GKF and Finance Director will have a final report by U/G

Summit in Jan.

m. Legal Items - Legal Firms with connections to Fraternity members are being

retained and utilized to work on fraternity cases. A Counselor's Retreat is being

planned for the weekend of November 7, 2014 in New Orleans, LA.

n. Fundraising Partnership - Fraternity will formalize a partnership with the

Association for the Study of African American Life and History (ASALH) and the

National Park Service.

o. Contracts Review - The Fraternity's Contract Negotiator has reviewed contracts for

the 2015 International Undergraduate Summit (Atlanta, GA) and the 2016 Grand

Conclave (Las Vegas, NV) and is in the process of finalizing recommendations for

contract updates to be more acceptable to the fraternity (terms, structure, etc.). 2016

Conclave review went well. Full speed ahead.

p. Inspector General Position - The Fraternity is establishing the position of an

Inspector General to assist with timely investigations of allegations of violations,

particularly with MSP. The position description is being finalized through the Grand

Counselor.

q. Fraternity rolls - the discussion surrounding "purging" the rolls of unfinancial

members was tabled.

r. Site Selection Committee: the SC voted to consider two cities for the 2017

Leadership Conference - namely Cincinnati and Raleigh. Based on the report of the

Site Committee, New Orleans and the 9th District will host the 2018 Grand

Conclave.

s. New Chapters chartered:

1) Atlanta grad chapter.

2) South Dakota grad chapter.

t. Life Membership: price increases to $2500 on November 1, 2014.

u. New Grand Officers: Bro Leon Pearson (Kappa Xi) approved Grand Marshal for

80th Grand Conclave. Grand Chaplain to be announced later.

2. The DR discussed the following key district initiatives and events.

a. Implementation of the Area Strategic Planning throughout the District, completed

December 2012. Participation of all chapters, SWOT analysis, area wide calendar of


collaboration events, and creation of work teams for action plans. More collaborative

events.

b. Increase U/G chapter re-activation by May 2013. Successful MSP on four

previously inactive campuses.

c. Standardize training & New Member Onboarding by March 2013. Documents

created and information available on 12th District site. Web surveys created.

Webinar Training.

d. Incorporate more effective uses of technology by May 2013.

1) Increase in # of Brothers who register with 12th District site.

2) Paperless meetings. Conducted first paperless meeting at the Fall 2012 Council

Meeting.

3. Accomplishments Past 90 days.

a. Re-election of Grand Keeper of Finance Kelly Shannon.

b. District Executive Council Strategic Planning Meeting.

c. Paperless & Successful District Meeting in Los Angeles.

d. Selection of Brother Leon Pearson as 80th Grand Marshal.

e. 80th Grand Conclave promotions at 79

th Grand Conclave in Philly.

f. Omega Psi Phi Representative at Delta Sigma Theta Western Regional Meeting

Public Forum in Long Beach.

g. Approved 2015 District Meeting Budget with 70th 12th District Marshal.

h. Fatherhood & Mentoring Assistance to the 8th District in the aftermath of the

Ferguson incident. Brother Ricky Lewis and Brother George Taylor reached out to

provide information from Youth Leadership Conference.

i. Supreme Council Meeting at CBC in Washington, DC (Smithsonian, Insp. General,

MSP, Conclave, Insurance).

4. 2014 Year’s Goals - Top 10.

a. 1000+ financial members, 100+ undergraduates, 100+ votes.

b. Sign 2014 Winter Council & 2015 District Meeting contracts.

c. $125K+ assets, $100k+ investment account.

d. Launch Emerging Leaders Institute (ELI).

e. Launch Professional Resource Database. Form on website.

f. Launch “Veterans in Omega” program (addressing health, benefit, resource needs of

retired or active Omega military).

g. Re-elect Kelly Shannon as GKF.

h. Sign 1 major District-wide sponsor. ON TRACK.

i. Reactivate 4-6 undergraduate chapters. IN PROGRESS. A challenge. Planted seeds.

New undergraduates at CSUMB, CSULB, Weber State. Reactivation plan in place

for Alpha Epsilon (U of Arizona)

j. Major mentoring and/or Fatherhood Initiative Announcement/ program launched. IN

PROGRESS. Completed data collection.

5. 2015 Year’s Goals - Top 10.

a. 80th Grand Conclave planning (promo, GM, contract, etc.) – complete.

b. Baseline: 1000+ financial members, 100+ undergraduates

c. Baseline: $125K+ assets, $100k+ investment account.

d. Revamp District Council & District Meeting Structure

e. Extensive new member training (documents/forms on 12th District site)

f. Explore new chapter in Idaho, Wyoming or Montana (partnering with 8th District to

accomplish).

g. Launch 2nd Emerging Leaders Institute class.

h. Sign 1 major District-wide sponsor.


i. Reactivate 4-6 undergraduate chapters.

j. Major mentoring and/or Fatherhood Initiative Announcement/ program launched.

6. Key Issues, Challenges, Deadlines & Actions Required.

a. Undergraduate Chapter Reactivation – how do we meet the minimum number

requirement, sustainability?

b. Undergraduates to the U/G Summit– how can we get as many to Atlanta?

c. New MSP Program – learning from the pilot.

d. New International Officer Leadership – will the direction change with new

leadership? If so, how much?

e. Keeping brothers & chapters engaged and active.

f. 12th District Fall District Council Meeting, Zeta Upsilon.

7. Next 30/60/90 days.

a. MSP Activities (EXi & XGG pilot, other chapters)

b. Increasing MSP District Meeting registration from $100 to $150 for grad, from $50

to $100 for U/G.

c. Youth Leadership Conference in LA.

d. Oct. Delta Sigma Theta program in Palos Verdes.

e. Founders Day celebration in Anchorage.

f. Sponsorship partnership follow up.

g. 2016 Conclave planning sessions.

h. Hotel contract negotiations for 72nd 12th District Meeting.

i. Plan 2015 Winter Council Meeting in Las Vegas (Feb 28).

j. Website enhancement for District Areas.

8. Motion for Acceptance of the Report. Second by Bro. Dennis Martinez.

9. Unreadiness.

a. Bro. Eddie Bickham, Xi Gamma Gamma: Is the Inspector General Position

appointed? Answer: Yes.

b. Bro. Ricky Lewis, Tau Tau: Question #1: Have we identified a District Wide

Sponsor? Answer: No. Question #2: What is the goal? Answer #2: Goal to identify

minimum 4 corporate partners to contribute $10,000; establish on-going partnership.

c. Bro. Lymus Capehart, Gamma Alpha Alpha: Question #1: Are we taking the District

Counselor out of the loop with an Inspector General? Answer #1: No, the Inspector

General will have autonomy to conduct independent investigations with approval of

Supreme Council when Districts are negligent. Question #2: Are we going to target

tier 1 and tier 2 cities for Conclaves? Answer #2: Only tier 1.

d. Bro. Raphael Irving, Tau Tau: Question #1: When will Smithsonian items be ready

for display? Answer #1: Still in progress, expected around 2016. Question #2: Will

there be a marketing campaign? Yes, all marketing will be in conjunction with

Divine Nine.

10. Motion to accept the report passed. Report Accepted.

**Bro. DR, Fred Alexander paused the meeting for introduction of guest.

Bro. Rob Gary introduced Mr. Israel Vela – Executive Director of Schools - West Seattle

Region.

Bro. DR gave Mr. Vela a brief background of the Youth Leadership Conference and

Fatherhood Initiative program.


Mr. Vela thanked Bro. Gary (who is a principal at James Madison Middle School) and other

Brothers who support the Seattle Schools. Mr. Vela would like to collaborate with the

Fraternity on future efforts in the Seattle Schools.

B. First Vice District Representative - Bro. James Walker (Sigma Iota).

1. Key Officer Initiatives and Events.

a. Established mechanisms to more effectively manage district committees. Completed

District Management Tools, May 2014.

b. Continued development and execution of processes to support the DR’s vision and

direction, May 2014. Completed the District Strategic Plan Executive Summary

Report, Emerging Leaders Institute (ELI), and online workshops.

c. Develop content that will support “Best Practices” to further district and chapter

initiatives, as well as develop the leadership skills of the brotherhood. Ongoing.

2. Last 90 Day Actions and Accomplishments.

a. Continuing to participate in conference calls for the 1st VDRs.

b. 12th District Emerging Leaders Institute (ELI).

c. 70th District Meeting Conference calls and planning process.

d. Attended 50th Anniversary Celebration of Pi Rho chapter.

e. Attended the Grand Conclave in Philadelphia, PA.

f. Attended Southern California Area Meeting & Phi Beta Beta Fish Fry.

g. Attended Supreme Council meeting during CBC weekend.

3. Next 30/60/90 Day Actions and Goals.

a. Attend the 2015 Undergraduate Leadership Conference.

b. One-on-One 12th District Committee Chair conference calls.

c. Continue to support the implementation of regional activities.

d. Transition the implementation of the 12th District ELI.

e. On-going chapter visitations.

f. Complete all other officer obligations.

4. Motion for acceptance of the report. Second by Bro. Bickham.

5. Unreadiness.

a. Bro. Kraig Carrere, Zeta Lambda: Are there any plans to increase scholarship

amounts? Answer: No, not until we get additional sponsors.

b. Bro. Lymus Capehart, Gamma Alpha Alpha: When will applications for the next

round of scholarships be available? Answer: Probably around November / December

timeframe.

6. Motion to accept the report passed.

C. Second Vice District Representative, Bro. Branden Berry (Lambda).

1. Key Initiatives and Events.

a. District UG chapter event calendar created July 2014; 4 of 11 UG chapters

participating while others are just beginning school. Created District UG chapter

contact list August 2014; 11 active chapters and some chapters that are currently

inactive. Implementation of monthly UG chapter Basileus phone conferences Sept

2014; 6 chapters participated.


a. District U/G Summit has been planned and coordinated concurrently with Youth

Leadership Conference at USC on Saturday, October 25, 2014.

b. U/G MSP moratorium will be lifted for Fall Semester to ensure lifeline of low

number chapters.

c. “Manhood Mondays” social media initiative has been implemented to demonstrate

U/G brothers as leaders on their respective college campuses.



a. District U/G Summit will take place on October 25, 2014 during YLC at USC.

b. District U/G newsletter to serve as communication tool between chapters (December

2014).

c. Goal to have at least 11 undergraduates represent the District at the International U/G

Summit January 23-25, 2015.

4. Key Issues and Challenges.

a. U/G brothers must seek / receive funding from graduate chapters to attend official

Omega meetings.

b. Events moratorium has severely hindered growth of undergraduate chapter funds for

necessary expenditures (flights, registrations, travel to meetings).

c. Transitioning U/G brothers must be more aware of opportunities at the graduate

level. U/G brothers must attend more graduate meetings.

5. Motion for acceptance of the report. Second by Bro. Walker.

6. Unreadiness.

a. Bro. Tim Melton, Tau Tau (SoCal Area Rep.): Commended Bro. Berry on a job well

done. Suggested to Bro. Berry to encourage transitioning U/G Brothers be appointed

to a District committee to keep them engaged to see Omega business is handled at

the graduate level.

b. Bro. William Smith, Iota Iota Iota (Southwest Area Rep.): Is one of the purposes of

“Manhood Monday” to flood the internet with more positive images of Omega?

Answer: Yes, exactly.

c. Bro. Geary Bledsoe Jr., Epsilon Xi: Commended Bro. Berry on a job well done. Are

you working with the universities to help send U/G Brothers to meeting so we can

increase the numbers?

Answer: Yes, now that the moratorium has been lifted.

d. Bro. Rob Gary, Zeta Upsilon (PacNW Area Rep): In terms of the minimum numbers

for U/G chapters, with the moratorium lifted, do we have to start from scratch?

Answer: Yes.


D. District Keeper of Records and Seal, Bro. Dennis R. Martinez (Theta Pi)


a. 12th District Council Meetings; Winter 2013 & Fall 2014. Prepared report and

meeting minutes.

b. 12th District Chapter Scorecard. Produced quarterly, ongoing basis. Completed

annual and quarterly reports in accordance with IHQ guidelines.

c. Attended 12th District Meeting in Los Angeles, May 2014. Prepared report and

meeting minutes.

d. Attended Grand Conclave in Philadelphia, July 2014. Provided report to the 12th

District.


a. Produced Minutes of the 69th 12th District Meeting.

b. Attended Grand Conclave. Produced meeting notes for distribution to delegates and

chapters.

c. Received Chapter Reports, i.e: DF 53 Remittance Reports, Updated IHQ Form 37

Quarterly Report, Form 50 Chapter Officers and Form 53, Chapter Rosters.

Produced current Chapter KRS Scorecard.

d. Updated & revised the 12th District Leadership Contact - ongoing.

e. Participated in monthly teleconference calls with the Grand KRS (GKRS), and other

Districts’ KRS.


f. Assisted Delta Alpha Alpha Chapter with the application to University of AZ to re-

establish Alpha Epsilon Chapter. Also, assisted Xi Gamma Gamma with application

to establish chapter at Cal State San Marcos.

3. Next 30/60/90 Days Actions and Goals.

a. Will conduct training sessions with Chapter KRS on the new IHQ on-line activity

reporting process.

b. Provide on-going assistance and advice to District and Chapter leadership regarding

KRS duties and functions.

c. Close out 12th District 2013/2014 fiscal year records and produce pertinent reports.

d. Revise DF53 to reflect Transitioning Graduate Brothers and other information.

e. Receive 2014/2015 FY chapter reports and remittances, record and transmit funds to

DKF.


a. Undergraduate Chapters should have elected new officers to start the new school

year out strong. Graduate Chapters will conduct elections in October or November.

Please submit the Officer Reports (new system), to IHQ and DKRS right away.

b. Timely submission of Annual and Quarterly reports continues to be an issue. Some

chapters consistently missed the report due dates.

c. The new IHQ on-line activity process (My Page based) will be effective November

1, 2014, with the 1st Quarter activity report due February 15, 2015. This new system

may create some confusion until all CKRS are on board.

5. Current Statistics - FY 2013-2014 Third Quarter

• 39 Active Chapters: Graduate - 33 Undergraduate - 6

• Membership: District International

Graduate 840 948

Undergraduate 75 76

Totals 915 1,024

Note: Although, this is a lower reported number than the end of 2012/2013, we generally

see an increase each year during the 2nd Quarter prior to the District Meeting.

• MSP for FY 2013/2014 (To Date): Graduate - 34 Undergraduate - 19

• Reclamation during FY 2013/2014 (To Date): 102. (Tau Tau - 22 Brothers, Lambda

Omicron - 13, Phi Omicron 11. Many chapters are contributing.)

There are several more brothers out there who are reclaimable, including several Life

Members. Some are due to age, infirmity, fiscal restraints. I encourage chapters to continue

your efforts in reclamation.

6. Overall Quarterly Activity – 1st – 3rd Quarters FY 2013/2014 (Form 37)

Contributions Amounts Time Dedicated to

Programs Hours

Scholarships $95,750 Achievement Week 1,716

NAACP $750 NAACP 549


CEF $10,700* Scholarship 4,515

High School Essay

Contest $1,100 Social Action 8,830

American Cancer Soc $2,500 Retention 1,477

Other $4,413 Health Initiatives 1,582

TOTAL

CONTRIBUTIONS $115,213 TOTAL HOURS 18,669

• Brother Martinez asked brothers to make sure to record hours and funds contributed

when compiling reports.

7. Third Quarter Scorecard Statistics for 2013/2014: (Refer to DKRS Report as posted on

the 12th District Website.)

• Brother Martinez mentioned it has been an honor to serve as 12th District Keeper of Records and

Seal in 2013/2014. Thank you for the privilege.

8. Motion for acceptance of the report. Second by Bro. James Walker.

9. Unreadiness.

a. Bro. Kelly Shannon, Phi Iota: Question #1: I noticed you still have area listed as

Southwest, not Mountain West.

Answer #1: Although the DR has changed the name, the Southwest title is included

in the by-laws of the District. So we need to have an action made at the District

Meeting for the by-laws to reflect the name change.

Question #2: As we begin the new FY, is it possible to have goals set up for the

chapters?

Answer #2: That is a good idea, but the District leadership will need to determine

what type of matrix should be set up.

b. Bro. James Walker, Sigma Iota: Great information. Do you have a breakdown by

chapter on the quarterly funds?

Answer: Yes. I can provide that information to you. Zeta Rho chapter is responsible

for $70K of the total Scholarship amount.


E. District Keeper of Finance, Bro. Robert Robinson, DKF (Lambda Omicron).


a. Completed Financial data input and statements thru 7/31/2014 (August 2014).

b. Conduct District wide teleconference DKF workshop (October 2014).


a. Posted MSP, Current Year and prepaid dues, other account data through July 31,

2014.

b. Posted all Checks written from District Operations account through July 31, 2014.

c. Posted all Deposits to all 12th District accounts through July 31, 2014.

d. Prepared 990-N Tax Return.


e. Attended Philadelphia, PA Conclave


a. Close FY 2013/2014 Financial Statements.

b. Provide DR with line item account details as requested.

c. Set up Chart of Accounts defining what can be charged to a specific line item.

d. FYE 2013/2014 Total Assets is approx. $147K as of July 31, 2013; (A 5% decrease

over the prior year).

e. FYE 2013/2014 Total Revenue is approx. $42K as of July 31, 2013; Increase is

approximately 5% greater than prior year due to increase in general membership

increase. Investments realized increased over 95% from FY 2012/2013.

f. FYE 2013/2014 Net Assets had a (60%) decline due to the increase in expenses

related to the 2016 Conclave promotion, GKF election campaign and the

Philadelphia Conclave travel and hotel expense.

g. FYE 2013/2014 Executive Council spending increased due to higher costs for

travel/hotel and airfare costs.

h. “Other Expenses” in the summary activity account line item comprises close to 67%

of the Grand KF election campaign fund. In addition, small donations to various

charities, sororities and goodwill donations comprise of the remaining 33% of the

account balance. The Grand KF expenses are separated from the “Other Expenses”

account line item in the detail financial statements.

i. Most income and expenses have been realized to date; we will incur approximately

$3K more in travel and hotel expenses for our Fall District Council meeting.


a. Researching and reconciling various account line items.

5. Motion for Acceptance of the Report. Second by Bro. James Walker.

6. Unreadiness.

a. Bro. Ricky Lewis, Tau Tau: Are there any Brothers (officers / committee chairs) that

are not spending their money? Answer: Yes. The Area Reps.


F. Economic Development, Bro. Robert Robinson, DKF (Lambda Omicron).


a. Launch 12th District LinkedIn page (October 2014).

b. Start District Wide Shirt contest (November 2014).


a. Developed career related topics for discussion on LinkedIn 12th District.

b. Email survey to 12th District members to pick topics for discussion.

c. Ways & Means committee members will monitor the 12th District LinkedIn site.


a. Launch 12th District LinkedIn forum with topics chosen by district members for

discussion.


a. LinkedIn page will require consistent forum monitoring to generate beneficial

discussion and make career opportunities and beneficial career discussions available

to District members.

5. Motion for Acceptance of the Report.

6. The report was accepted without any unreadiness.

G. Budget Committee, Bro. Robert Robinson, DKF (Lambda Omicron).



a. Reviewed and monitored budgets for FY 2013/2014. Some budgets have been

overrun, largely due to travel. Also, additional cost for the Talent Hunt winner and

chaperone, and money given for scholarships.


a. Continue to monitor the FY 2013/2014 District budget line items to actuals.

b. Advise the DR of any major impending budget issues on a monthly basis.


a. Updated year to date financial data to appropriately monitor actual to budgeted data.

b. Due to the impending increase in chapter insurance assessments, increased amounts

for IHQ membership dues the District’s membership and the MSP current year and

next year activity may decline and our budgets will need to be re-evaluated.

4. Motion for Acceptance of Report. Second by Bro. Martinez.

5. Unreadiness.

a. Bro. Ricky Lewis, Tau Tau: Question #1: What was the expected amount in the

budget from the District Meeting split?

Answer #1: $500.

Question #2: You mentioned there were some items over budgeted. What was the

issue?

Answer #2: We did not anticipate the large expense for travel to Philly.

Question #3: Where does the money come from to cover the overrun?

Answer #3: It comes out of the general budget.

6. Motion to accept report passed.

H. District Counselor, Bro. William Edwards (Tau Alpha Alpha).

1. Last 90 Day Action and Accomplishments.

a. No pending lawsuits within the 12th District during the current year.

b. Attended the District Counsel retreat in Dallas where we performed a risk analysis of

fraternal policies and procedures, and made recommendations to the Supreme

Council on ways to minimize risk. Also, reviewed the proposed changes to MSP, our

new insurance policy, and the special event checklist.

c. Attended the Grand Conclave in Philadelphia where I assisted the 12th District with

the re-election campaign of Brother Grand Keeper of Finance Kelly Shannon, and

helped promote of the next Grand Conclave in Las Vegas.

d. Participated in monthly Counselor conference calls to discuss ongoing legal issues of

the Fraternity.


a. Will be attending another counsel retreat in November to discuss ongoing legal

issues affecting the fraternity, including insurance, MSP, and trademark and image

protection. Will meet our new outside counsel.

b. Will work under the direction of the DR with implementation and training as

necessary.


a. The key issues for me as 12th District Counsel are to make sure that the brothers are

informed of the policy changes that are being implemented. As these changes are

made certain, I will make sure that brothers are aware of any new limitations and

opportunities that are realized.

b. I also plan to make sure that the District brotherhood understands, from a risk

standpoint, what the coming changes will mean and how to minimize that risk to

themselves and their chapters.

c. All chapters need to complete Special Events Checklist to protect themselves against

circumstance that may occur at a meeting (injury, food, etc.).


d. The fraternity has contracted a law firm whose sole purpose is to litigate. And

another law firm to protect the fraternity brand and symbols.

e. In some states chapters can register as an “unincorporated association” as form of

protection. Check for the form on the Secretary of State for you respective state.

4. Motion for Acceptance of the Report. Second by Bro. Martinez.

5. Unreadiness.

a. Bro. (Unknown), Zeta Upsilon: We really need to get the word out to brothers so

they know what their true liability is with the policy changes.

b. Bro. William Smith, Iota Iota Iota: How do plan to communicate this information to

District?

Answer: Through regular communicate to the District / Chapter leadership. I will also

be attending a District Counselor retreat in November to receive additional

information which I will provide to the brotherhood. I will be sending out

information on the risks and the methods by which the chapters can protect the

members of their chapters. Additionally, I will be sending out a list of the names the

fraternity has reserved through trademark protection and the rules by which the

names can be used on t-shirts and other paraphernalia.

c. Bro. Lymus Capehart, Gamma Alpha Alpha: Are we required to complete a Special

Events Checklist (SEC) for events that occur within a foundation when we partner

with the fraternity? Answer: Any event done solely under the name of the foundation

does not require a SEC. Any activity done through a foundation in conjunction with

your chapter would require a SEC be completed by the chapter. On the form, it ask

whether the event is being done is partnership with anyone. That’s where you list

your foundation.

d. Bro. Kelly Shannon, Phi Iota (GKF): Recommendation by the Grand Counselor, if

the chapter’s name is mentioned on any literature, complete the SEC. Should also

include “CHAPTER NAME unincorporated association of Omega Psi Phi” on any

literature.

e. Bro. Robert Robinson, DKF (Lambda Omicron): Have you look into GAP insurance

to cover the $100K deductible? Answer: Right now, I do not believe we do. I will

raise that question, when we meet with insurance person in November.

f. Bro. Jermon Kearney, (Kappa Xi): To what extent is the fraternity going after

chapters or individuals for use of the fraternity name and symbols. Is it solely

financial? Answer: Any use of the logo that is not approved by the fraternity through

submission of a SEC is subject to litigation. And it is partly financial, since the

fraternity does not want unlicensed vendors making money off the fraternity from

products using the fraternity name and symbols or through events under the fraternity

name.

g. Bro. Jeff Williams, Delta Iota Iota: You mentioned in California we have opportunity

to get limit liability to protect the chapters. Can you expand on that? Answer: Go to

www.sos.ca.gov, Business Entities (Form Unincorporated Association).


I. Rules Committee, Bro. William Edwards (Tau Alpha Alpha).


a. Bylaws & Recommendations Subcommittee prepared voting position paper for

District Delegates at the Conclave.

b. Nominations, Time, & Place Subcommittee review and scoring of proposals

submitted by chapters interested in hosting the 2017 District Meeting.


a. Rules Committee will schedule telephonic meeting with IHQ Rules Chair, Bro.

Dewey Ortiz, Mu Iota Chapter, for quarterly update.

http://www.sos.ca.gov/


b. Bylaws & Recommendations Subcommittee will review upcoming changes to

fraternal policies to ensure consistency with IHQ Fraternal procedures manual,

Bylaws, and Constitution; where inconsistent, prepare appropriate changes.

c. Nominations, Time, & Place Subcommittee will contact 2015 District Marshal, Bro.

David Forbes, Sigma Iota Chapter, to inquire if his planning committee needs

assistance from the Subcommittee for the upcoming District Meeting


a. None at this time.

4. Motion for Acceptance of the Report. Second by Bro. James Walker.

5. Unreadiness.

a. Bro. Ricky Lewis, Tau Tau: Question #1: In my opinion, we were out of order in

how we shared recommendations to the delegates at the Conclave. Some decisions, I

surmise were made by you and the DR internally. All of the delegates should have

been involved in the process. What cities have bid for the District Meeting 2017?

Answer #1: Bro. DR, San Francisco and Portland. Question #2: Bro. DR will the

2018 District Meeting be voted on during your administration or the next DR?

Answer #2: Bro. DR. The 2018 District Meeting will be voted on at the District

Meeting in Oakland.

b. Bro. Lymus Capehart, Gamma Alpha Alpha: Bro. Ricky Lewis asked my question.


J. District Chaplain, Bro. Derrick Delaney (Tau Tau).”Lord Have Mercy”. We should be

concerned about the changes that are coming down from IHQ regarding new policies for

MSP.

1. Key Officer Initiatives and Events.

a. Build a tracking system for the 5th Sunday Chapter Church Participation by October

2014.

b. Gather all the 39 Chaplains in the 12th District to promote collaborative effort to

enhance spiritual growth of all the chapters, keep accurate reports of spiritual

activities occurring within the chapters across the District in May 2014.


a. Bible studies are still ongoing, every 4th Sunday, 7:30 pm to 8:30 pm PST. Call-In

number: 559-546-1100, Access Code: 477328#

b. We are still contacting all chaplains and any spiritual leaders in the District.


a. Continue to identify and work with all the chapters and lead the brotherhood by Faith

in God.

b. Continue to take calls for prayer, counseling and all other spiritual matters within my

power.


a. Many brothers do not know how to perform a Memorial Service or how to conduct

themselves at a service. Any brothers who need either Chaplain or Memorial Service

training, I’m available in person or by phone.

b. Remember to keep the aim of our fraternity high. Do thou duty which is best and

leave to God the rest.

5. Motion for Acceptance of the report. Second by Bro. Rob Gary.

6. Unreadiness.

a. Bro. Rob Gary Jr., Zeta Upsilon: Commended the Brothers from Theta Pi for the

Memorial Service conducted for Bro. Philmore Graham.

b. Bro. Lymus Capehart, Gamma Alpha Alpha: Make sure the brothers are aware the

call in California time.



K. 69th District Marshal, Bro. Ricky Lewis (Tau Tau).

Brother Lewis presented the DR with check for $2,233 from the District Meeting split.

1. District Meeting Recap.

a. 498 brothers registered.

b. Bro. Lewis thanked Tau Tau Chapter Brothers in attendance: Derrick Delaney (Jokes

and Jazz), Tim Melton (SoCal Area Rep), Ronan Hill (Registration), Lewis Brinson,

Raphael Irving (Budget), Saeed Galloway (Step Show), Ed Young (Hospitality).


a. Executed 2014 District Meeting wrap up meeting May 2014.

b. Participating on conference calls for the 2015 District Meeting in Oakland.

c. The Good:

1) Registration flow.

2) Volunteers.

3) Quette events.

d. The Bad:

1) No tea, same chicken for the Undergraduate Luncheon and the Founders

Banquet.

2) Hotel bar was too slow.

3) Timeliness of events.

e. The Ugly:

1) Wrong music after the Step show.

2) Nothing to do after the Founders Banquet.

3) No alcohol at Sorority hospitality event.


a. Continue to work with 2015 and 2016 District Marshals towards successful District

meetings in Oakland and Phoenix.


a. 2015 and 2016 District Marshals should adhere to Good, Bad and Ugly

recommendations from the 2014 District Meeting.

5. Motion for Acceptance of the report. Second by Bro. Dennis Martinez.

6. Unreadiness:

a. Bro. Dennis Martinez, Theta Pi (DKRS): Commended District Marshal, Bro. Ricky

Lewis, Basileus (Tau Tau), Bro. Kwame Dow, and all of the Brothers of Tau Tau

chapter for the successful execution of the 2014 District Meeting.


L. 70th District Marshal Report, David Forbes (Sigma Iota).


a. Completed Pre-Registration (September 2014) – Registered Brothers: Goal 300;

Actual 291.

b. NorCal 2015 District Meeting Re-launch (October 2014). Goal for all chapter 39

Basilei and 30 Sigma Iota brothers onsite.

c. Seeking approval from DR for entertainment option for Thursday and Friday nights

by October 2014.

d. Begin sale of tickets and entertainment packages (November 2014).

e. District Meeting website is up and running. Will launch separate website for general

public to facilitate sale of entertainment package and tickets by February (2015).

f. Will establish Theme for District Meeting by (November 2014).

g. Solidify Keynote Speakers for Undergraduate Luncheon and Founders Banquet by

(January 2015).



a. Named additional chairs.

b. Established corporate sponsorship committee.

c. Visited several NorCal chapters.

d. Attended NorCal BBQ.

e. Attended SoCal Area meeting.


a. Re-Launch 2015 District Meeting – NorCal.

b. Begin selling entertainment tickets and packages to registrants.


a. No current issues.

b. Bro. Forbes can be reached via email: [email protected] or by phone:

301-915-5317.

5. Motion for Acceptance of the Report. Second by Bro. Derrick Delaney.

6. Unreadiness.

a. Bro. Dennis Martinez, Theta Pi: Working with registration committee to confirm

financial status of registered brothers. Registered brothers will not be allowed to vote

at the District Meeting if dues have not been paid to IHQ, District and Chapter for

next FY. The list of registered brothers for the District Meeting is posted on the

District website. Please check the list to confirm the registered brothers are financial

or plan on being financial at the District Meeting.

b. Bro. Tim Melton, Tau Tau: When will the updated list of the registered brothers be

posted to the District website? Answer: The list is available now and will be updated

every 30 days.

c. Bro. Kraig Carrere, Zeta Upsilon: What is the actual number of brothers registered?

Answer: As of today, 10/4/2014 - 291.

d. Bro. Kelly Shannon, Phi Iota: Question #1: Be careful of the cost associated with

IHQ visitors and staff. Answer #1: We have included 21 comps in the budget for

IHQ visitors and staff. Question #2: Does your list include brothers who were

initiated since the 2014 District Meeting? Answer #2: Bro. DR: No. The moratorium

was in effect.


VII. Area Representative Reports.

A. Northern California Area Representative, Bro. Jeff Williams (Delta Iota Iota).


a. Attended Conclave in Philly.

b. Pi Chi chapter hosted NorCal Area Wide Mentoring Camping Trip at Lake

Comanche.

c. Attend NorCal Area BBQ.


a. Working with brothers of Epsilon Xi to host NorCal Area Meeting in Sacramento

CA (October 25, 2014).

b. Working with brothers of Sigma Iota chapter to host Founder’s Day Luncheon in

Oakland CA (November 15, 2014).

c. Ensure NorCal chapters fully support the planning and execution of 2015 District

Meeting through registration and reserved room nights.

3. Motion for Acceptance of the Report. Second by Bro. Rob Gary Jr.


B. Southern California Area Representative, Tim Melton (Tau Tau).




a. Worked with brothers of Phi Beta Beta and Lambda Omicron chapters to host

successful SoCal Area BBQ.

b. Working with brothers of Xi Gamma Gamma and Phi Omicron chapters to host

SoCal Area Founders Day / Achievement Week Luncheon in San Diego.

c. Held SoCal Area Meeting to plan calendar through 2017.


a. Working with Psi Xi chapter to prepare for Memorial Service (March 2015).


a. Help to ensure Area programs are supported by ALL Area Chapters.



C. Southwest Area Representative, William Smith (Iota Iota Iota).


a. Established monthly Video/Conference Call meetings – Ongoing.

b. Reactivation of Alpha Epsilon Chapter at University of Arizona - Fall 2014.

c. 60% of Grad Chapters have a formal relationship with Big Brothers / Big Sister –

Ongoing.


a. Alpha Theta Chapter raised $250 at Soulful Sunday Event for Phonetic Spit Slam

Poetry Youth Organization.

b. Kappa Xi Chapter hosted Bowties and Stilettos Party.

3. Next 30/60/90 Days and Goals.

a. Finalize re-activation of AE at University of Arizona.

b. Feed homeless at Second Baptist Church for Thanksgiving turkey giveaway.


a. Lack of African-Americans in the state of Utah.

b. Want to re-establish members at Weber State, University of Utah, and University of

Nevada-Las Vegas.

c. Most spread out of all the Areas. Difficulty planning in-person meetings.

5. Motion for Acceptance of the Report.

6. Unreadiness.

a. Bro. Lewis Brinson, Tau Tau: The party was last weekend.

b. Bro. Jeff Williams, Delta Iota Iota: Question #1: What is the state of the undergrads?

Answer #1: Weber State has not been supportive. Currently focused on Univ. of

Utah, UNLV (Kappa Xi), and Arizona State (Alpha Theta). Question #2: What tools

are you using for videoconferencing? Answer #2: Google Chats and

FreeConferenceCall.COM.

c. Bro. Lawton Connelly, Phi Iota: Great job as Area Rep. With the moratorium lifted,

Alpha Theta is ready to go.

d. Bro. Robert Brown Sr., Phi Beta Beta: Withdrawn.

e. Bro. Geary Bledsoe Jr., Epsilon Xi: Withdrawn.


D. Pacific Northwest Area Representative, Bro. Rob Gary Jr. (Zeta Upsilon). – INFORMATION

ONLY (Brother Gary’s report was not posted online due to a technical difficulty).

1. Last 90 Days and Accomplishments.

a. Attended Conclave in Philly.

2. Discussion:

a. Bro. Ricky Lewis, Tau Tau: Question #1: How many brothers live in Spokane?

Answer #1: Five (5). Question #2: Are any chapters working with the Deltas on an

EMBODI program? Answer #2: No.


b. Bro. Kraig Carrere, Zeta Upsilon: Great job. Bro. Gary just recently took on the role

as PacNW Area Rep.

E. Note: No other Area Representatives were present. Their reports are available on line for

information only.

VIII. Committee Report.

A. Membership, Bro. Eddie Bickham (Xi Gamma Gamma).

1. Last 90 Days and Accomplishments.

a. The moratorium was lifted September 20, 2014. Graduate chapters may begin

conducting MSP following existing MSP requirements – U/G must seek DR

approval before beginning MSP.

b. National piloting of new MSP process; Two (2) chapters have been identified to

participate (Xi Gamma Gamma & Epsilon Xi).


a. Special Event Checklist is required and due 30 days prior to conducting MSP.

b. All reports are required to be typed or will be returned.

c. The signature of the University Greek Advisor is now required for U/G chapters on

the new form.

3. Unreadiness.

a. Bro. Ricky Lewis, Tau Tau: Your report states: “The DR is amenable to other

chapters participating in the pilot”. I did not get that impression from the DR.

Answer #1: The report was submitted before the DR went to the Supreme Council

meeting. MSP is now open to all chapters. As far as the pilot XGG & EXi are the

only chapters that have identified. Question #2: What do chapters do who were in the

queue prior to the moratorium, do they have to start all over again? Answer #2: There

was no queue. Bro. DR. You do not have to wait until the pilot program to conduct

MSP. You can start MSP right now. Question #3: Is the $150 for registration at the

District Meeting retroactive or does that start today? Answer #3: Bro. DR: Starts

today.

b. Bro. Lymus Capehart, Gamma Alpha Alpha: Have the MSP forms been updated to

reflect the new fees as of Nov 1? Answer: Bro. DR: No. The forms will be updated

before any communication is sent out.

c. Bro. Kelly Shannon, Phi Iota: Withdrawn.

d. Bro. Lewis Brinson, Tau Tau: With the moratorium lifted, does that effect the MSP

certification? Answer: The five-year period after you pass the online exam is still in

effect. The annual re-certification is required per the District Counselor.


B. 70th District Marshal Report, David Forbes (Sigma Iota).


a. Completed Pre-Registration (September 2014) – Registered Brothers: Goal 300;

Actual 291.

b. NorCal 2015 District Meeting Re-launch (October 2014). Goal for all chapter 39

Basilei and 30 Sigma Iota brothers onsite.

c. Seeking approval from DR for entertainment option for Thursday and Friday nights

by October 2014.

d. Begin sale of tickets and entertainment packages (November 2014).

e. District Meeting website is up and running. Will launch separate website for general

public to facilitate sale of entertainment package and tickets by February (2015).

f. Will establish Theme for District Meeting by (November 2014).

g. Solidify Keynote Speakers for Undergraduate Luncheon and Founders Banquet by

(January 2015).



a. Named additional chairs.

b. Established corporate sponsorship committee.

c. Visited several NorCal chapters.

d. Attended NorCal BBQ.

e. Attended SoCal Area meeting.


a. Re-Launch 2015 District Meeting – NorCal.

b. Begin selling entertainment tickets and packages to registrants.


a. No current issues.

b. Bro. Forbes can be reached via email: [email protected] or by phone:

301-915-5317.

5. Motion for Acceptance of the Report. Second by Bro. Derrick Delaney.

6. Unreadiness.

a. Bro. Dennis Martinez, Theta Pi: Working with registration committee to confirm

financial status of registered brothers. Registered brothers will not be allowed to vote

at the District Meeting if dues have not been paid to IHQ, District and Chapter for

next FY. The list of registered brothers for the District Meeting is posted on the

District website. Please check the list to confirm the registered brothers are financial

or plan on being financial at the District Meeting.

b. Bro. Tim Melton, Tau Tau: When will the updated list of the registered brothers be

posted to the District website? Answer: The list is available now and will be updated

every 30 days.

c. Bro. Kraig Carrere, Zeta Lambda: What is the actual number of brothers registered?

Answer: As of today, 10/4/2014 - 291.

d. Bro. Kelly Shannon, Phi Iota: Question #1: Be careful of the cost associated with

IHQ visitors and staff. Answer #1: We have included 21 comps in the budget for

IHQ visitors and staff. Question #2: Does your list include brothers who were

initiated since the 2014 District Meeting? Answer #2: Bro. DR: No. The moratorium

was in effect.


C. Investment Team, Bro. Kelly Shannon, GKF (Phi Iota).


a. Monitor the market.

b. Investment Team Q4 CY14 Review (November).

c. Review Returns, Assess Allocation Mix.

d. Rebalance as needed – Possibly move some to fixed income.

e. Discuss long term investment and funding strategies.


a. Current balance as of Aug 31, 2014: $123,198.74 (all-time high).

b. No new deposits made since Feb 2014.

c. 6 of 12 funds are within 5% of all time high, as of this week.

d. Market has seen gains in 3 of the last 4 months; 12th District Fund (monthly returns

below) is performing well.

1) May: 1.65%

2) June: 1.98%

3) July: -1.55%

4) August: 2.42%




a. Need to identify funds to transfer into the investment account.


5. Unreadiness.

a. Bro. Ricky Lewis, Tau Tau: Question #1: Is it possible to add 2-3 prior month

balances in addition to the current balance so we can see a trend. Answer #1: Yes.

Question #2: Is it possible to combine all of our money in the fraternity under one

brokerage to hopefully received additional benefits? Answer #2: We have not

thought about it, but it is a good thought.

b. Bro. Jeff Williams, Delta Iota Iota: Question: I commend you on the job that you

have done with the Investment Team. Have you given thought to your successor?

Answer: Yes, normally the task is passed onto the DKF, which will probably happen

at the District Meeting.


**Noon prayer was conducted by Bro. Derrick Delaney, District Chaplain.

IX. Introduction of 80th Grand Marshal.

Bro. DR, Fred Alexander introduced the 80th Grand Marshal, Bro. Leon Pearson to the

brotherhood.

A. 80th Grand Marshal, Leon Pearson Jr. (Kappa Xi).

Bro. Pearson introduced himself to the brotherhood and gave highlights regarding the 80th

International Grand Conclave in Las Vegas.

1. Initiated Kappa Xi, 1988.

2. Employed with State Farm (~24 years).

3. Goals.

a. Provide the Finest Grand Conclave in the history of the fraternity.

b. Be Profitable at all Levels (IHQ, District, Chapter).

c. Theme: “We Are One”.

4. Key Expectations from Grand Basileus, Bro. Knox.

a. Execution.

b. Make sure the Brothers, their families and guests have a good time.

c. Leave a Legacy on the City of Las Vegas.

5. Next 30/60/90 Days.

a. Organization chart – need to complete committee chair assignments with subject

matter experts (SME) across the District.

b. Will be introducing ideas to brotherhood through regular communication.

c. Bro. Pearson can be reached by phone: (702) 275-9200 or email:

[email protected].

6. Questions:

a. Bro. Derrick Delaney, Tau Tau: Can we do something to address the non-registered

Brothers who will attend the Conclave? Answer: In order for the Conclave to be a

success, we need to reclaim Brothers. We need to start today to make the "out"

Brothers part of the "in" Brothers. We need to appeal those brothers to join us. We

need them there.

X. Good of the Order.

A. Bro. Dennis Martinez, Theta Pi: Bro. Martinez announced candidacy for First-Vice District

Representative and asked the Brothers for support.



B. Bro. Ricky Lewis, Tau Tau: Bro. Lewis encouraged Brothers to establish living trust.

C. Bro. Kelly Shannon, Phi Iota (GKRS):

1. Bro. Shannon announced he is working with an attorney who wants to partner with the

Fraternity to provide legal services.

a. Living trusts.

b. Testamentary gifts to the Fraternity.

c. Currently under discussion with 12th District leadership for possible role out.

d. Future information to come.

2. Brothers can view items given out at Philly Conclave for Las Vegas Conclave.

3. Thanked Brothers for support during my re-election campaign.

D. Bro. Saeed Galloway, Tau Tau: Bro. Galloway encouraged Brothers to focus on health.

E. Bro. Lymus Capehart, Omega Life Membership Foundation:

1. Bro. Capehart encouraged those Brothers who are federal workers in the military to

donate to OMLF through Combined Federal Campaign (CFC) using code 18833.

2. Bro. Capehart encouraged Brothers to become Life Members before the increase on

November 1, 2014.

a. Current fee: $2,000. The fee can be financed through the Omega Credit Union. (%4

interest rate).

b. 40% goes to the OLMF, 60% back the Fraternity.

3. Bro. Rob Gary, Zeta Upsilon: Encouraged Brothers to give chapter archive information

to Bro. Darroll Love, Omicron Nu.

XI. Adjournment at 12:24 pm.

Action Items:

None: