Omega Psi Phi Fraternity, Inc. 12th District - oppf12d.org · Omega Psi Phi Fraternity, Inc. ... 71st District Marshal –Bro. Charles Peevy ... Opportunities and Threats (SWOT) Analysis

Omega Psi Phi Fraternity, Inc.

12th District

2016 Winter District Council Meeting

Portland, OR

February 20, 2016

Hosted by

Zeta Nu Chapter

“Living our creed…”

WEEKEND SCHEDULE

Friday, February 19, 2016

7:00 pm – 8:30 pm: Spiritual Revival, Marriott Waterfront Hotel.

Saturday, February 20, 2016

7:30 am – 8:00 am: Yoga exercise (Dress appropriately)

9:00 am – 12:30 pm: District Council Meeting

12:30 pm – 1:30 pm: Lunch

1:30 pm – 3:00 pm: Concurrent Activities

Emerging Leaders Institute

Officers’ Workshops

• Vital Documents - Bro. Ronan Hill, DKRS

• Budgeting - Bro. Tim Waters, DKF

• Chapter Tax Filings - Bro. Raphael Irving, W&M

• Press Releases - Bro. Myron Reed, DPR

Winter 2016 District Council Meeting, Hosted by: Zeta Nu Chapter February 20, 2016

Meeting Agenda

Meeting Call to Order – Bro. James Walker, 32nd 12th District Representative

Opening Prayer – Bro. Michael Brown, District Chaplain

Welcoming Remarks

Bro. Robert Gary, Jr. Ed.D. – Pacific Northwest Area Representative

Bro. Joshua Ekandem – Basileus, Zeta Nu Chapter

Roll Call – Bro. Ronan Hill, District Keeper of Records and Seal

Minutes of 2015 Fall District Council Meeting – Bro. Ronan Hill

Officer Reports – 12th District Representative presiding

12th District Representative – Bro. James Walker

80th Grand Conclave Grand Marshal – Bro. Leon Pearson

1st Vice District Representative – Bro. Dennis R. Martinez

2nd Vice District Representative – Bro. Sean Cook

DKRS – Bro. Ronan Hill


Meeting Agenda


Officer Reports (continued)

DKF – Bro. Tim Waters

District Counselor – Bro. William E. Edwards

Immediate Past 12th District Representative – Bro. Fred Alexander

71st District Marshal – Bro. Charles Peevy

District Chaplain – Bro. Michael Brown

District Director of Public Relations – Bro. Myron Reed

Area Representative Reports - 2nd Vice District Representative presiding

Alaska – Bro. Frank Harris

Mountain West – Bro. Andrew Davis

Northern California – Bro. Jeff Williams

Pacific Northwest – Bro. Robert Gary, Jr.

Southern California – Bro. Tim Melton

Meeting Agenda


Committee Chairman Reports – 1st Vice District Representative presiding

Civic Affairs – Bro. Kraig Carrere

History and Archives – Bro. Darroll Love

Membership – Bro. Kwame Dow

Rules – Bro. Ed Young

Social Action – Bro. Keith Barnes

Ways & Means – Bro. Raphael Irving

Violence Prevention – Bro. Joseph Marshall

Fatherhood and Mentoring – Bro. George Taylor

Meeting Agenda


Special Reports – 12th District Representative presiding

Investment – Bro Tim Waters

Emerging Leaders Institute – Bro. Ed Young

Undergraduate Advisor – Bro. Martin Boston

12th District Think Tank – Bro. Sedrick Spencer

Good of the Order

Adjournment

Closing Prayer

District Officers’ Reports


32nd 12th District Representative – Bro. James Walker

OFFICER PROPOSED GOALS

PLEASE NOTE: EFFECTIVE BEGINNING 11/1/15

Goal # 1: By October 31, 2016 the 12th District Representative will have demonstrated sound fiscal

management as evidenced by accurate disbursement of funds per the directive of the District; the

development & execution of fiscal policies and procedures that are consistent with current best

business practices; and monitoring the budget to ensure solid financial standing.

Goal # 2: By October 31, 2016 the 12th District Representative will provide effective supervision to

the chapters of the 12th District in alignment with the fraternity constitution and by-lays, District-Wide

strategic direction…

Goal #3: By October 31, 2016 the 12th District Representative will effectively provide oversight to

100% of all Membership Selection Programs within the 12th District.

Goal #4: By October 31, 2016 in collaboration with key District stakeholder, the 12th District

Representative will successfully plan and execute four (3) District level meetings that will include:

Fall Council Meetings (1), Winter Council Meeting (1) and the 71st 12th District Meetings evidenced

by rates of attendance, positive financial gains and member feedback.

Goal #5: In collaboration with the 80th Grand Conclave Council, the 12th District Executive Council

and local chapters, the 12th District Representative will ensure the successful execution of pre-

conclave activities to be held from July 21-24, 2016 so that they may positively impact the Las

Vegas community, prove to be financially viable to the 12th District and promotes fun for all

attendees and their guest.

Goal #6: Increase the undergraduate presence and viability on college campuses throughout the

12th District.

Officer Contact Information

Phone: 510-967-3313 Email: [email protected] Chapter: Sigma Iota


Past Trimester Actions / Accomplishments

1. Executed Fall 2015 12th District Council Meeting in San Diego, CA

2. Adopted 12th District Spiritual Revivals

3. Attended Founder’s Day Programs (i.e. So Cal Area, Las Vegas, Phoenix and SLC)

4. Levied suspension of a brother

5. Presided over chapter initiations – Iota Iota Iota Chapter – “Get Right” Program

6. Chapter support (i.e. visitation, direct Basilei calls, social action and memorial

services)

7. Participated in Supreme Council Meetings

1. Financial Policies & Procedures Manual (Closed item)

2. Approved budget for 80th Grand Conclave (Closed item)

3. Delegation of Authority (On-going)

4. Friendship Foundation Inc. vs. Omega Psi Phi Fraternity Inc. (On-going)



Past Trimester Actions / Accomplishments (Cont.)

8. Report out of 12th Strategic Planning Sessions

9. Planning for the 71st 12th District Meeting (i.e. regularly scheduled teleconferences &

face-to-face visit)

10. Planning for 80th Grand Conclave

11. In collaboration with the DKF developed a bottoms up budget process for the

planning of FY16-17

12. Attended the International Undergraduate Summit in Atlanta, GA (Jan. 21-25, 2016)

13. Emerging Leaders Institute (ELI)

14. “Get Right” Program



Registration Type Valid Dates Amount

Grad. Early Bird2/8/16 –4/1/16 $495.00

Grad. Regular4/2/16 –6/1/16 $575.00

Grad. Peak6/2/16 –7/1/16 $650.00

Undergrad Early Bird

2/8/16 –4/1/16 $375.00

Undergrad Regular

4/2/16 –6/1/16 $425.00

Undergrad Peak6/2/16 –7/1/16 $525.00



12th District Strength, Weakness, Opportunities and Threats (SWOT) Analysis

What is it?

An organizational assessment strategy designed to increase stakeholder’s understanding

in relation to supporting the continued growth and prosperity of the organization.

Why was it necessary to conduct this process in the 12th District?

By conducting this process, the District is able to better identify key strategic levers and

plan with a 3-year horizon in mind. It creates a roadmap for the District.

Who participated in this process?

12th District Executive Leadership Team

Area Representatives

Chapter Leadership (i.e. Basileus and two additional brothers of his choosing)

When was this process conducted?

July – September 2015




(Cont.)

How was this process conducted?

These 1-day sessions were facilitated by the District Representative and 1st Vice District

Representative.

Key Activities of the Day

Reflection activity of past 10-years in the Area

SWOT Analysis (internal focus only)

Prioritization of key strategic areas of focus

Calendaring of Area activities



12th District Strength, Weakness, Opportunities and Threats (SWOT) Analysis Outcomes

Strategic Focus Area 1 - Membership

Maintaining high graduation rates of UGs in the 12th District

Chapter’s inability to consistently identify ideal candidates for MSP

MSP not being adequate

Post initiation; ensuring adequate knowledge transfer

Divide amongst graduate and undergraduate brothers

Apathy amongst brothers, reclamation and retention

Strategic Focus Area 2 – Coordination and Collaboration Across Chapters

Chapters do not support one another enough (emphasis placed on UG chapters)

Lack of chapter collaboration on social events

Increase levels of communication




Outcomes (Cont.)

Strategic Focus Area 3 – Leveraging the Expertise of the 12th District Brotherhood

Rich history/legacy that can be drawn upon

Many brothers have professional niches

Resource pool

Strategic Focus Area 4 – Improving the Brand of Omega

Creating a positive Omega campaign

Increasing self policing to reduce negative public perception



“Get Right” Program

What is it?An informal policy implemented within the 12th District of Omega Psi Phi Fraternity, Inc., to allow

men within the District who, due to no fault of their own, were not properly granted membership, or

who were given certain rights and privileges under color of legitimate membership, later to learn that

they were not officially recognized as a member of the fraternity.

Why conduct the “Get Right” Program?To allow these men an opportunity to obtain legitimate membership in the fraternity without having

to go through all of the formal requirements of the full MSP program.

Who is eligible for “Get Right?”In most circumstances, only men whose initiation began within the 12th District of Omega Psi Phi

Fraternity, Inc. are eligible to participate in the 12th District’s “Get Right” Program.



“Get Right” Program (Cont.)

Key Implementation Steps

Step 1: Submission of a letter to the 12th District Representative requesting approval to participate in

the GRP

Step 2: The District Representative will initiate an investigation

Step 3: Determination process

Step 4: Chapter submission of Form-1

Step 5: MSP

Step 6: Additional requirements related to “Get Right”



Key Activities Over the Next Trimester

1. Facilitate preliminary budget meeting for 72nd 12th District Meeting.

2. Attend Supreme Council Training in Charlotte, NC – February 25-26, 2016.

3. Participate in Zeta Tau’s YLC.

4. Preside over initiation ceremony for Phi Beta Beta Chapter.

5. Ongoing planning and execution of the 71st 12th District Meeting.

6. Ongoing planning of 80th Grand Conclave (teleconferences & on-location).

7. Market the 80th Grand Conclave at the 5th, 6th, 9th and 10th District Meetings.

8. On-going Chapter/Area support (i.e. visitation, direct Basilei calls, social action and

memorial services).

9. Successful execution of the 71st 12th District Meeting.




Challenges/Mitigation Plans / Deadlines / Actions Required

1. The 12th District’s ability to effectively collaborate with IHQ regarding the successful

execution of the the 80th Grand Conclave.

2. Increase District overall membership, registration and participation in both the 71st

12th District Meeting & the 80th Grand Conclave.


First Vice District Representative - Bro. Dennis R. Martinez

PROPOSED GOALS

1.By 6/30/15, appoint 100% of all chairmen for the standing committees and subcommittees.

2.By 7/17/15, revise and update the 12th District Committee Operations Manual (COM).

3.By 9/01/15, conduct orientation training with all committee chairmen.

4.By 4/30/16, maintain a minimum average of 80% participation of all Standing Committee Chairmen who participate in monthly teleconferences.

5.By 4/30/16, ensure that 90% of all committee chairs have completed a minimum of 80% of the activities identified in their respective work plans.

6.By 4/30/16, provide a mid-year and end-of-year grade to each committee chairmen.

7.By 4/30/16, attend at least one district and area-level social and meeting event every quarter.

8.By 10/31/16, ensure that a minimum average of 90% of all committee reports has been submitted on time and accurately.

Contact Information

Phone: Email: Chapter:

[email protected]

[email protected] Pi


mailto:[email protected]



1. Attended the 12th District Spiritual Revival at the Fall 2015 District Council Meeting.

2. Conducted monthly teleconference calls with the Committee Chairmen.

3. Participated in monthly teleconference calls with the 1st Vice Grand Basileus and the other 1st Vice District Representatives.

4. Provided Chapter leadership training at the Fall 2015 District Council Meeting.

5. Attended Northern California Area and Pacific Northwest Area Founders Day events.

6. Attended Zeta Rho and Rho Iota Iota chapter meetings.

7. Attended Supreme Council Meeting and International Undergraduate Summit in Atlanta, GA. Also participated in meeting 1st Vice Grand Basileus & 1st Vice DRs.

8. Chapter/Area support: Worked with Epsilon Xi Chapter regarding a ‘get right’ candidateand program.

9. Worked with Bro. Keith Barnes, Social Action Committee, to implement the St. Jude Research Hospital Super Bowl Party.

10. Worked with Bro. Shawn Jenkins, Health Initiatives Subcommittee, on the 12-12-12 Program.

11. Participated in 71st District Meeting planning sessions.





1. Filling the committee and subcommittee chairs was a challenge for a couple specialized positions. However, all chairs and positions are now filled and fully operational.

2. MSP and the establishment of Undergraduate Chapters will continue to be priorities.


1. I will continue conference calls with committee chairs as needed.

2. I will continue to assist Phi Iota Chapter in the planning and preparation for the 71st Annual 12th District Meeting.

3. I will continue to assist and consult with the DR, Area Representatives, Committee Chairs and Chapters as needed.

4. I will attend at least 2 Area meetings and 3 chapter meetings.

5. I will continue working with the 80th Grand Conclave Planning Committee in any capacity as needed. “Boots on the Ground” will be needed in Las Vegas!

6. I will attend the Northern California Memorial Day event and at least one other (TBD).

7. I will attend Xi Gama Gamma Chapter’s 30th Anniversary celebration!

February 20, 2016Winter 2016 District Council Meeting, Hosted by: Zeta Nu Chapter

2nd Vice District Representative – Sean Cook


Goal #1: Activate 3 inactive UG Chapters by May 1, 2016.

Goal #2: Beginning October 1, 2015, host 4 events centered around

increasing UG communication and camaraderie.

Goal #3: Build communication with Undergraduates and Graduates by

attending at least 1 local Graduate chapter meeting monthly.

Goal #4: By October 31, 2015, appoint one undergraduate for each district

committee and subcommittee.


Phone: 310.908.1566 Email: [email protected] Chapter: Phi Beta Beta



1. Conducted the 12th District Undergraduate Summit at the Fall District Council Meeting.

2. Coordinated the construction of 12th District UG calendar.

3. Conducted a follow-up process regarding the reactivation of inactive UG Chapters.

4. 17 UG brothers registered and attended the IUGS in Atlanta, GA.

5. Coordinated the 12th District UG Meeting and Lunch at the IUGS.

6. Coordination Of 12th D UG Social Event. Confirmed participation of UG Brothers from the following chapters; Chi Alpha Alpha, Chi Nu, Epsilon Xi, Lambda, Omicron Nu, Phi Beta Beta, Phi Omicron, Pi Rho, Xi Gamma Gamma, and Zeta Nu.





1. Deadline for reactivation of 4 UG chapters is May 19, 2016.

2. Deadline for active UG presence in District committees is January 31, 2016.

3. Monthly attendance of Graduate chapter meetings.


1. Follow up of 4 inactive undergraduate chapters for paperwork. Working to re-establish Epsilon Mu, Iota Mu, Pi Mu, Sigma Eta and Zeta Mu.

2. Have at least 4 undergraduate brothers active on District committees.

3. Attend at least 1 local graduate chapter meeting a month to increase UG and Graduate communication.

4. Coordinate UG participation to help host the 80th Grand Conclave.


District Keeper of Records and Seal – Bro. Ronan K. Hill


1. Implement District wide scheduling system to publish events occurring across the District by August 31, 2015 – COMPLETE

2. Implement cloud based document sharing system for the 12th District by August 31, 2015 –COMPLETE

3. Establish and maintain a training calendar for all 12th District sponsored training by October 15, 2015 – COMPLETE

4. Conduct (3) KRS workshops and maintain average participation rate of 60% of CKRS by October 31, 2016.

5. Conduct regularly scheduled CKRS conference calls and maintain an average participation rate of 80%.

6. Produce meeting minutes from District Meetings and District Council Meetings within 45 days after the meeting.

7. Establish and maintain a training calendar for all 12th District sponsored training by October 15, 2015 – COMPLETE

8. Develop membership database for transactions, reporting and reconciliation by October 15, 2015 –

COMPLETE


Phone: 562-618-4595 Email: [email protected] Chapter: Tau Tau



1. Produced 2015 Fall District Council Meeting minutes.

2. Received Chapter Reports, i.e.: DF 53 Remittance Reports, Form 37 Quarterly

Reports, Form 50 Chapter Officers and Form 53 Chapter Rosters.

3. Produced Chapter KRS Scorecard 2014-15 4th Qtr & 2015-16 1st Qtr.

4. Revised Forms DF53 & DF54 with relevant changes for FY 2015-16 and disseminate.

5. Attended 2016 International Undergraduate Summit in Atlanta.

6. Updated 12th District Leadership Contact List – Ongoing.

7. Participated in monthly Grand KRS conference calls.

8. Conducted CKRS Workshop at 2015 Fall DCM in San Diego, CA.

9. Conducted monthly CKRS Conference Calls.





1. Conduct CKRS Workshop at 2016 Winter District Council Meeting in Portland, OR.

2. Produce 2016 Winter District Council Meeting minutes.

3. Receive Chapter Reports, i.e.: DF 53 Remittance Reports, Form 37 Quarterly Reports and Form 53 Chapter Rosters.

4. Reconcile District Meeting Registration with Financial members.

5. Produce Chapter KRS Scorecard 2015-16 3rd Qtr.

6. Participate in monthly Grand KRS Conference Calls.

7. Conduct monthly CKRS Conference Calls.

8. Revise Forms DF53 & DF54 with relevant changes for FY 2015-16 and disseminate.

9. Re-design 12th District Leadership Contact List.


Challenges/Mitigation Plans / Deadlines / Actions Required1. Timely submission of Annual and Quarterly reports continues to be an issue.

2. Deadline for District Meeting Registration refunds - February 20, 2016.

3. Deadline for District Meeting Registration transfers - April 30, 2016.



FY2014/15 – Fourth Quarter (Final Report)

• 39 Active Chapters: Graduate - 33 Undergraduate - 6

• Membership:

District International

Graduate 906 1,035

Postgraduate 11 NA

Undergraduate 54 78

Totals 971 (2014 - 916) 1,113 (2014 - 1,026)

Note: IHQ includes the Postgraduate Brothers in the Graduate number.

• MSP for FY 2014-15 (Final): Graduate - 35

Undergraduate - 21

• Reclamation during FY 2014-15 (Final): 116.

(Tau Tau - 20, Sigma Iota - 14, Kappa Xi & Xi Nu - 11, each.)

• Reclamation during FY 2015-16 (To Date): 68.

(Tau Tau - 10, Iota Iota Iota & Phi Iota – 7 each, Chi Nu - 6)



Overall Quarterly Activity –FY 2014/2015 (Form 37)

Contributions AmountsTime Dedicated to

ProgramsHours

Achievement Week $7,783 Achievement Week 2,542

Scholarships $116,205 Scholarships 3,104

Social Action $9,333 Social Action 6,435

High School Essay $5,966 Retention/Reclamation 174 / 1,666

CEF $11,345 Health Initiatives 786

Talent Hunt $2,425 Fatherhood 754

Mentoring $7,775 Mentoring 8,090

TOTAL CONTRIBUTIONS

$160,832 TOTAL HOURS 23,551


Fourth Quarter

FY 2014-2015Area

FY14-15

CKRS ScoreFY14/15 District Membership

District

MSP

District

Reclaim

2014

District

Total

% District

Growth

95.6%Reporting

Grad Post UG Total

Chapter 906 11 54 971 56 116 916 6.0%

Alpha Mu UG NorCal 100% 0 1 7 8 0 0 10 -20%

Alpha Rho G NorCal 90% 10 0 0 10 0 0 13 -23.1%

Alpha Theta UG MW 90% 0 1 4 5 2 0 4 25%

Beta Mu Mu G MW 100% 9 0 0 9 0 2 8 12.5%

Chi Alpha Alpha G PacNW 100% 2 1 3 6 3 0 4 50%

Chi Nu UG NorCal 90% 6 0 0 6 0 5 1 500%

Delta Alpha Alpha G MW 100% 14 1 0 15 3 0 10 50%

Delta Iota Iota G NorCal 90% 13 0 0 13 0 0 17 -23.5%

Delta Pi G PacNW 100% 38 0 0 38 1 4 39 -2.6%

Epsilon Mu UG NorCal 90% 0 1 3 4 0 0 10 -60%

Epsilon Xi G NorCal 100% 49 0 4 53 8 7 31 71%

Eta Alpha Alpha G SoCal 90% 17 0 0 17 1 0 16 6.3%

Gamma Alpha Alpha G AK 100% 42 0 0 42 1 3 31 35.5%




Fourth Quarter

FY 2014-2015Area

FY14-15


District

MSP

District

Reclaim

2014

District

Total

% District

Growth

95.6%Reporting

Grad Post UG Total

Chapter 906 11 54 971 56 116 916 6.0%

Iota Iota Iota G MW 90% 12 1 0 13 4 1 13 0%

Kappa Xi G MW 100% 42 1 0 43 0 11 37 16.2%

Lambda UG SoCal 90% 0 0 7 7 4 0 10 -30%

Lambda Omicron G SoCal 100% 40 0 0 40 6 2 53 -24.5%

Mu Alpha Alpha G SoCal 90% 25 0 0 25 2 1 25 0.0%

Mu Kappa Kappa G NorCal 90% 7 0 0 7 0 0 11 -36.4%

Omicron Nu G NorCal 90% 15 0 1 16 1 0 18 -11.1%

Phi Beta Beta G SoCal 100% 20 0 5 25 0 4 26 -3.8%

Phi Iota G MW 100% 45 0 0 45 3 5 42 7.1%

Phi Lambda UG SoCal 90% 0 0 7 7 4 0 10 -30%

Phi Omicron G SoCal 100% 36 0 1 37 3 2 35 5.7%

Pi Chi G NorCal 90% 11 0 0 11 0 2 15 -26.7%

Pi Rho G SoCal 100% 34 0 2 36 4 10 28 28.6%

Psi Xi G SoCal 90% 11 0 0 11 0 0 18 -38.9%



Fourth Quarter

FY 2014-2015Area

FY14-15


District

MSP

District

Reclaim

2014

District

Total

% District

Growth

95.6%Reporting

Grad Post UG Total

Chapter 906 11 54 971 56 116 916 6.0%

Rho Iota Iota G SoCal 100% 14 0 0 14 0 2 12 16.7%

Sigma Iota G NorCal 100% 71 1 0 72 3 14 40 80%

Sigma Iota Iota G SoCal 100% 10 0 0 10 0 0 17 -41.2%

Tau Alpha Alpha G SoCal 90% 7 0 0 7 0 0 7 0%

Tau Tau G SoCal 100% 140 0 0 140 0 20 140 0%

Theta Pi G NorCal 100% 26 1 1 28 0 1 43 -34.9%

Xi Gamma Gamma G SoCal 100% 19 0 1 20 1 3 12 66.7%

Xi Nu G NorCal 90% 35 2 1 38 0 11 29 31%

Zeta Nu G PacNW 100% 7 1 6 14 2 1 9 55.6%

Zeta Rho G SoCal 100% 43 0 0 43 0 3 36 19.4%

Zeta Tau G SoCal 90% 17 0 0 17 0 0 14 21.4%

Zeta Upsilon G PacNW 100% 19 0 0 19 0 2 22 -13.6%


First Quarter

FY 2015-2016Area

FY15-16


District

MSP

District

Reclaim

FY15/16

IHQ

Total

2016

Conclave

Votes

91.8%Reporting

Grad Post UG Total

Chapter 707 5 44 756 11 68 878 123

Alpha Mu UG NorCal 100% 0 0 4 4 0 0 4 2

Alpha Rho G NorCal 100% 9 0 0 9 0 2 10 2

Alpha Theta UG MW 100% 0 0 4 4 0 0 4 2

Beta Mu Mu G MW 100% 6 0 0 6 0 1 8 2

Chi Alpha Alpha G PacNW 60% 1 0 2 3 0 0 4 2

Chi Nu UG NorCal 60% 9 0 0 9 0 6 9 2

Delta Alpha Alpha G MW 100% 10 0 0 10 0 0 10 2

Delta Iota Iota G NorCal 100% 8 1 0 9 0 0 10 2

Delta Pi G PacNW 100% 37 0 0 37 0 1 39 4

Epsilon Mu UG NorCal 60% 0 0 2 2 0 0 2 2

Epsilon Xi G NorCal 100% 35 0 4 39 0 4 46 6

Eta Alpha Alpha G SoCal 100% 9 0 0 9 0 1 11 2

Gamma Alpha Alpha G AK 100% 34 0 1 353 1 0 37 4




First Quarter

FY 2015-2016Area

FY15-16


District

MSP

District

Reclaim

FY15/16

IHQ

Total

2016

Conclave

Votes

91.8%Reporting

Grad Post UG Total

Chapter 707 5 44 756 11 68 878 123

Iota Iota Iota G MW 100% 21 0 1 22 3 7 23 2

Kappa Xi G MW 100% 36 1 0 37 0 4 42 5

Lambda UG SoCal 60% 0 0 4 4 0 0 4 2

Lambda Omicron G SoCal 100% 7 0 1 8 0 0 35 5

Mu Alpha Alpha G SoCal 100% 24 0 0 24 0 0 25 2

Mu Kappa Kappa G NorCal 100% 5 0 0 5 0 0 5 2

Omicron Nu G NorCal 100% 11 0 1 12 0 0 12 2

Phi Beta Beta G SoCal 100% 16 0 4 20 0 2 23 3

Phi Iota G MW 100% 49 0 0 49 0 7 58 6

Phi Lambda UG SoCal 60% 0 0 7 7 0 0 7 2

Phi Omicron G SoCal 100% 33 0 1 34 3 1 40 4

Pi Chi G NorCal 100% 8 0 1 9 0 0 9 2

Pi Rho G SoCal 100% 25 1 1 27 0 2 32 3

Psi Xi G SoCal 60% 8 0 0 8 0 1 4 2



First Quarter

FY 2015-2016Area

FY15-16 CKRS

ScoreFY15/16 District Membership

District

MSP

District

Reclaim

FY15/16

IHQ

Total

2016

Conclave

Votes

91.8%Reporting

Grad Post UG Total

Chapter 707 5 44 756 11 68 878 123

Rho Iota Iota G SoCal 100% 13 0 0 13 0 0 14 2

Sigma Iota G NorCal 100% 28 0 0 28 0 1 43 7

Sigma Iota Iota G SoCal 100% 10 0 0 10 0 1 13 2

Tau Alpha Alpha G SoCal 100% 5 0 0 5 0 0 5 2

Tau Tau G SoCal 100% 110 0 0 110 0 10 110 14

Theta Pi G NorCal 100% 20 0 0 20 0 0 25 3

Xi Gamma Gamma G SoCal 100% 20 0 4 24 4 2 25 2

Xi Nu G NorCal 100% 21 1 0 22 0 3 35 4

Zeta Nu G PacNW 60% 9 1 2 12 0 5 13 2

Zeta Rho G SoCal 100% 38 0 0 38 0 3 46 5

Zeta Tau G SoCal 60% 12 0 0 12 0 0 14 2

Zeta Upsilon G PacNW 100% 20 0 0 20 0 4 22 2

District Keeper of Finance – Bro. Timothy Waters


Goal #1: By 10/31/15 Update/Revise the 12th District Financial Policies and Procedures

Manual and the Expense Reimbursement Voucher

Goal #2: By 10/15/16 the DKF Will Provide Annual Training to 100% of the 12th District

Leadership on the 12th District Financial Policies and Procedures Manual (FPPM) and the

Expense Reimbursement Voucher (ERV)

Goal #3: By 8/15/15 enter all outstanding financial entries into Quicken bookkeeping system,

coming current on all entries and ensure all transactions are entered into Quicken in a current

and up to date manner with never more than one (1) week of financial transactions

outstanding.

Goal #4: Beginning 8/1/15 reimburse Brothers within five (5) business days of a DR-

approved expense reimbursement voucher.

Goal #5: Beginning 6/1/15 deposit all funds received within five (5) business days of receipt.

Goal #6: Starting 8/15/15 provide by-monthly budget updates to each member of the 12th

District Leadership indicating their respective budget, spend to date, available budget to go

and when they have reached and/or exceeded 50%, 75% and 100% of their budget.

Officer Contact InformationPhone: 925-899-2143 Email: [email protected] Chapter: Sigma Iota



1. Produced 12th District financial statements through 10/31/15 and 1/31/16 with an additional Income Statement line item detailed analysis to provide brothers financial transaction transparency.

2. Developed and deployed to 12th District Leadership our 12th District Fiscal Budget Planning Tool to facilitate the FY 2017 budget planning process.

3. Developed and deployed 12th District Meeting / 80th Conclave Ad Tracking Tool to facilitate the tracking and reconciliation of funds and ads supporting the 71st District Meeting and our 80th Grand Conclave.

4. Represented the 12th District and actively participated on IHQ’s 80th Grand Conclave Budget Committee.

5. As a Deputy Grand Marshal for the 80th Grand Conclave, participated in both IHQ Grand Conclave conference calls and weekly 12th District 80 Grand Conclave conference calls, reporting on key areas of responsibility to include but not limited to Budget and Golf Tournament.

6. Participated in the 71st District Meeting Planning Session, providing the team a comprehensive District Meeting Budget Planning and Tracking Tool.

7. Developed a Chapter Budget Planning Tool.

8. Attended most recent Supreme Council Meeting and UGLS.

9. Executed the ongoing duties of the office of DKF including expense reimbursement and executing all transactions into our Quicken bookkeeping system.





1. None.


1. Complete 12th District tax filing by March 15th, 2016.

2. Assist in facilitating the 12th District FY 2017 Budget Planning Process.

3. Continue to delve into 12th District financial analysis with a focus on our Balance Sheet.

4. Continue to support 71st District Meeting and 80th Grand Conclave / 12th Distinct financial planning and execution.

5. Engage in and support the 72nd District Meeting financial planning process.

6. Roll-Out Chapter Budget Planning Tool across the 12th District.




Income Statement Activity

Fiscal Year

to Date

Fiscal Year

to Date

Fiscal Year

to Date

Revenue 10/31/2015 10/31/2014 10/31/2013

Dues $46,920 $43,786 $42,230

MSP $2,850 $1,500 $3,750

Other $13,685 $5,502 $3,422

Total Revenue $63,455 $50,787 $49,402

Program Expenses

Executive Council $25,575 $22,994 $19,852

Committees $10,549 $9,715 $9,371

Leadership Conferences/Conclave $4,623 $9,905 $6,937

Other $2,169 $14,724 $10,148

Total Program Expenses $42,916 $57,337 $46,308

Sub-Total Change in Net Assets $20,539 ($6,550) $3,094

Non-Operating Income $6,353 $6,688 $2,515

Total Change in Net Assets $26,893 $138 $5,609

Balance Sheet Activity

Assets 10/31/2015 10/31/2014 10/31/2013

Cash & Cash Equivalents $32,546 $3,228 $29,304

Accounts Receivable $14,498 $15,384 $13,718

Investment Fund $122,101 $122,168 $99,280

Other $0 $0 $0

Total Assets $169,145 $140,780 $142,302

Liabilities

Current liabilities $3,363 $13 $7,500

Long-term liabilities $108,556 $112,425 $106,250

Net Assets $57,226 $28,342 $28,552

Total Liabilities & Net Assets $169,145 $140,780 $142,302

FY 2015 SUMMARY PERFORMANCE THROUGH 10/31/2015



FY 2015 OPERATING INCOME – Through 10/31/2015

FY'15 FY14 FY13FY15 YTD FY 2015 FY15 OVER FY15 YTD FYE14 FYE 13

THRU APPROVED (UNDER) THRU THRU THRU

10/31/2015 BUDGET BUDGET 10/31/2015 10/31/2014 10/31/2013

OPERATING INCOME:

GRADUATE DUES $50 $45,810.00 $38,000.00 $7,810.00 20.6% $45,810.00 $41,570.51 $41,045.00

POST GRADUATE DUES $15 $30.00 $0.00 $30.00 0.0% $30.00 $0.00 $0.00

UNDERGRADUATE DUES $15 $1,080.00 $1,350.00 ($270.00) -20.0% $1,080.00 $2,215.00 $1,185.00

LATE FEES $5 $1,439.50 $1,500.00 ($60.50) -4.0% $1,439.50 $1,993.00 $1,700.00

MSP REBATE FEES $50 $1,800.00 $2,000.00 ($200.00) -10.0% $1,800.00 $1,500.00 $2,450.00

MSP UNDERGRAD FEES $50 $1,050.00 $1,750.00 ($700.00) -40.0% $1,050.00 $900.00 $1,300.00

REINSTATEMENT FEES $3 $342.00 $150.00 $192.00 128.0% $342.00 $366.00 $314.00

DISTRICT MEETING SPLIT $11,901.76 $1,300.00 $10,601.76 815.5% $11,901.76 $2,233.00 $1,406.40

INTEREST INCOME FROM SAVINGS $1.78 $25.00 ($23.22) -92.9% $1.78 $9.93 $1.65

ECONOMIC DEVELOPMENT / OTHER INCOME $0.00 $500.00 ($500.00) -100.0% $0.00 $0.00 $0.00

TOTAL OPERATING INCOME $63,455.04 $46,575.00 $16,880.04 36.2% $63,455.04 $50,787.44 $49,402.05

% OVER /

- UNDER

BUDGET

FY '15 Budget Compare

Highlights – OPERATING INCOME

Primary Variance Drivers:

1. District Meeting Split - far exceeded 12th District budget expectations. + $10,601.76

favorable variance

2. Graduate Dues - far exceeded 12th District budget expectations. +$7,810.00 favorable

variance

3. MSP Undergraduate Fees – 60% of MSP goal. -$700.00 unfavorable variance



FY'15 FY14 FY13FY15 YTD FY 2015 FY15 OVER FY15 YTD FYE14 FYE 13

THRU APPROVED (UNDER) THRU THRU THRU

10/31/2015 BUDGET BUDGET 10/31/2015 10/31/2014 10/31/2013

OPERATING EXPENSES:

DISTRICT REPRESENTATIVE $7,815.44 $7,000.00 $815.44 11.6% $7,815.44 $6,431.23 $6,987.81

1ST VICE DISTRICT REPRESENTATIVE $5,374.24 $3,500.00 $1,874.24 53.5% $5,374.24 $4,417.50 $3,372.89

2ND VICE DISTRICT REPRESENTATIVE $1,582.37 $2,000.00 ($417.63) -20.9% $1,582.37 $3,032.92 $2,040.75

ALASKA STATE REPRESENTATIVE $577.63 $600.00 ($22.37) -3.7% $577.63 $0.00 $282.00

MOUNTAIN WEST AREA REPRESENTATIVE $715.01 $600.00 $115.01 19.2% $715.01 $122.50 $600.00

NORTHWEST AREA REP. $258.09 $600.00 ($341.91) -57.0% $258.09 $477.50 $223.91

NORTHERN CALIFORNIA AREA REP. $779.37 $500.00 $279.37 55.9% $779.37 $508.59 $0.00

SOUTHERN CALIFORNIA AREA REP. $726.73 $500.00 $226.73 45.3% $726.73 $525.07 $305.72

KEEPER OF RECORDS AND SEAL $1,796.37 $1,500.00 $296.37 19.8% $1,796.37 $1,717.41 $1,214.12

KEEPER OF FINANCE $1,516.14 $1,200.00 $316.14 26.3% $1,516.14 $1,000.00 $1,211.80

DISTRICT COUNSELOR $1,914.19 $1,500.00 $414.19 27.6% $1,914.19 $2,974.76 $2,202.90

DISTRICT CHAPLAIN $1,454.81 $1,200.00 $254.81 21.2% $1,454.81 $1,014.88 $692.85

DISTRICT MARSHAL $0.00 $150.00 ($150.00) -100.0% $0.00 $771.27 $0.00

IMMEDIATE PAST DISTRICT REP $625.60 $1,500.00 ($874.40) -58.3% $625.60 $0.00 $0.00

PUBLIC RELATIONS $438.20 $1,000.00 ($561.80) -56.2% $438.20 $0.00 $716.80

COMMUNITY & CIVIC AFFAIRS $9,321.40 $7,000.00 $2,321.40 33.2% $9,321.40 $8,615.94 $6,806.51

HISTORY & ARCHIVES $0.00 $400.00 ($400.00) -100.0% $0.00 $0.00 $0.00

WAYS & MEANS $353.62 $600.00 ($246.38) -41.1% $353.62 $600.00 $373.63

RULES $0.00 $400.00 ($400.00) -100.0% $0.00 $0.00 $200.00

MEMBERSHIP $241.56 $1,400.00 ($1,158.44) -82.7% $241.56 $229.21 $1,290.50

SOCIAL ACTION $632.29 $400.00 $232.29 58.1% $632.29 $269.47 $700.29

U/G NATIONAL MEETINGS $2,478.56 $1,500.00 $978.56 65.2% $2,478.56 $1,794.90 $1,315.32

MSP ADMINISTRATION $688.21 $500.00 $188.21 37.6% $688.21 $700.52 $984.39

PRINTING DISTRICT/COUNCIL MEETING BOOKS $0.00 $300.00 ($300.00) -100.0% $0.00 $79.68 $0.00

BANK CHARGES & OTHER EXPENSES $0.00 $50.00 ($50.00) -100.0% $0.00 $0.00 $0.00

INVESTMENT TEAM EXPENSES $0.00 $0.00 $0.00 0.0% $0.00 $0.00 $0.00

BONDING $0.00 $310.00 ($310.00) -100.0% $0.00 $0.00 $0.00

LEADERSHIP CONFERENCE $2,033.75 $3,000.00 ($966.25) -32.2% $2,033.75 $2,729.72 $2,737.25

CONCLAVE EXPENSES $0.00 $0.00 $0.00 0.0% $0.00 $0.00 $0.00

CONCLAVE YOUTH LEADERSHIP CONFERENCE $0.00 $1,000.00 ($1,000.00) -100.0% $0.00 $1,500.00 $0.00

DISTRICT YOUTH LEADERSHIP CONFERENCE $1,000.00 $1,000.00 $0.00 0.0% $1,000.00 $0.00 $1,000.00

CONCLAVE DEVELOPMENT $1,589.30 $3,200.00 ($1,610.70) -50.3% $1,589.30 $5,675.37 $3,200.00

CONTRIBUTION TO EE JUST FUND $1,500.00 $1,500.00 $0.00 0.0% $1,500.00 $1,500.00 $1,500.00

OTHER EXPENSES ($2,496.90) $600.00 ($3,096.90) -516.2% ($2,496.90) $3,091.25 $6,348.66

GRAND KF CAMPAIGN $0.00 $0.00 $0.00 0.0% $0.00 $7,557.21 $0.00

TOTAL OPERATING EXPENSES $42,915.98 $46,510.00 ($3,594.02) -7.7% $42,915.98 $57,336.90 $46,308.10

% OVER /

- UNDER

BUDGET

FY '15 Budget Compare

FY 2015 OPERATING EXPENSES – Through 10/31/2015



HIGHLIGHTS– OPERATING EXPENSES

Primary Variance Drivers (Over or Under $1,000.00 or more):

1. Other Expenses - On October 31st, 2013 the $5,000.00 Marriott Hotel down payment (seed money) was

inadvertently listed as an “Other Expense”. Should have been a balance sheet item, “Accounts Receivable from

Sigma Iota Chapter”. Nonetheless, instead of restating the 2013 and 2014 financial statements, on June 29 th, 2015

when the Sigma Iota reimbursed the 12th District for the seed money it was entered as a contra-expense to “Other

Expenses”. As such, “Other Expenses” has a significantly favorable ledger balance. + $3,096.90 favorable

variance.

2. Conclave Development – under spent budget. + $1,610.70 favorable variance

3. Membership Committee – under spent budget. + $1, 158.44 favorable variance

4. Immediate Past District Representative – under spent budget. + $1,126.71 favorable variance

5. Conclave Youth Leadership Conference – zero spending against budget. + $1,000.00 favorable variance

6. Community and Civic Affairs Committee – A number of unanticipated expenses were incurred as a result of:

A) IHQ policy changes communicated to the 12th District beginning June 16th, 2015. A1)Travel, lodging and

meeting registration expenses to attend the 2015 Leadership Conference were incurred in the amount of $841.70

for 12th District International Scholar of the Year. A2) Lodging and meals expense for the 12th District Talent

Hunt Representative at the 2015 Leadership Conference in the amount of $339.69.

B) Travel and Lodging for 12th District Talent Hunt winner Conclave Leadership Conference in the amount of

$1,064.40

Overall -$2,321.40 unfavorable variance.

7. 1st Vice District Representative – In addition to attending three (3) mandated 12th District Meetings, at the

direction of the District Representative the 1st Vice District Representative attended/facilitated various District-

wide meetings to include strategic planning meetings in Mountain West, Pacific Northwest and Southern

California as well as the 12th District Youth Leadership Conference. -$1,874.24 unfavorable variance



EXPENSES BY MAJOR CATEGORY

1. Travel – Accounts for 69% of total

expenses

2. Airfare and Hotel – Accounts for a

minimum of 51% of Travel expense



1ST QUARTER FY 2016 SUMMARY PERFORMANCE - Through 1/31/15

Income Statement Activity

Fiscal Year

to Date

Fiscal Year

to Date

Fiscal Year

to Date

Revenue 1/31/2016 10/31/2015 10/31/2014

Dues $30,610 $46,920 $43,786

MSP $1,900 $2,850 $1,500

Other $370 $13,685 $5,502

Total Revenue $32,880 $63,455 $50,788

Program Expenses

Executive Council $7,245 $25,575 $22,994

Committees $982 $10,549 $9,715

Leadership Conferences/Conclave $920 $4,623 $9,905

Other $1,185 $2,169 $14,724

Total Program Expenses $10,332 $42,916 $57,338

Sub-Total Change in Net Assets $22,548 $20,539 ($6,550)

Non-Operating Income ($8,013) $6,353 $6,688

Total Change in Net Assets $14,535 $26,892 $138

Balance Sheet Activity

Assets 1/31/2016 10/31/2015 10/31/2014

Cash & Cash Equivalents $55,514 $32,546 $3,228

Accounts Receivable $14,498 $14,498 $15,384

Investment Fund $115,295 $122,101 $122,168

Other $0 $0 $0

Total Assets $185,307 $169,145 $140,780

Liabilities

Current liabilities $6,513 $3,363 $13

Long-term liabilities $91,459 $108,556 $112,425

Net Assets $87,335 $57,226 $28,342

Total Liabilities & Net Assets $185,307 $169,145 $140,780



1ST QUARTER FY2016 OPERATING INCOME – Through 1/31/16

Highlights – OPERATING INCOME

1. Graduate Dues – After completing 25% of FY2016, have achieved 75% of the target

revenue

2. Undergraduate Dues – After completing 25% of FY2016, have achieved 42% of the

target revenue

3. MSP Graduate Fees – After completing 25% of FY2016, have achieved 19% of the

target revenue

4. MSP Undergraduate Fees – After completing 25% of FY2016, have achieved 15% of

the target revenue

FY15FY16 YTD FY 2016 FY16 OVER FYE15

THRU APPROVED (UNDER) THRU

1/31/2016 BUDGET BUDGET 1/31/2015

OPERATING INCOME:

GRADUATE DUES $50 $30,010.00 $40,000.00 ($9,990.00) -25.0% $23,815.00

POST GRADUATE DUES $15 $30.00 $150.00 ($120.00) -80.0% $15.00

UNDERGRADUATE DUES $15 $570.00 $1,350.00 ($780.00) -57.8% $675.00

LATE FEES $5 $205.00 $1,500.00 ($1,295.00) -86.3% $3.00

MSP REBATE FEES $50 $1,750.00 $9,000.00 ($7,250.00) -80.6% $150.00

MSP UNDERGRAD FEES $50 $150.00 $1,000.00 ($850.00) -85.0% $0.00

REINSTATEMENT FEES $3 $165.00 $210.00 ($45.00) -21.4% $126.00

DISTRICT MEETING SPLIT $0.00 $1,500.00 ($1,500.00) -100.0% $0.00

INTEREST INCOME FROM SAVINGS $0.09 $25.00 ($24.91) -99.6% $1.32

ECONOMIC DEVELOPMENT / OTHER INCOME $0.00 $500.00 ($500.00) -100.0% $0.00

TOTAL OPERATING INCOME $32,880.09 $55,235.00 ($22,354.91) -40.5% $24,785.32

FY '16 Budget Compare % OVER/

- UNDER

BUDGET



1st QUARTER FY2016 OPERATING EXPENSES – Through 1/31/16

FY15FY16 YTD FY 2016 FY16 OVER FYE15

THRU APPROVED (UNDER) THRU

1/31/2016 BUDGET BUDGET 1/31/2015

OPERATING EXPENSES:

DISTRICT REPRESENTATIVE $2,312.44 $7,000.00 ($4,687.56) -67.0% $495.75

1ST VICE DISTRICT REPRESENTATIVE $1,702.20 $3,850.00 ($2,147.80) -55.8% $0.00

2ND VICE DISTRICT REPRESENTATIVE $1,117.82 $2,500.00 ($1,382.18) -55.3% $0.00

ALASKA STATE REPRESENTATIVE $0.00 $800.00 ($800.00) -100.0% $0.00

MOUNTAIN WEST AREA REPRESENTATIVE $0.00 $800.00 ($800.00) -100.0% $0.00

NORTHWEST AREA REP. $0.00 $800.00 ($800.00) -100.0% $0.00

NORTHERN CALIFORNIA AREA REP. $0.00 $800.00 ($800.00) -100.0% $0.00

SOUTHERN CALIFORNIA AREA REP. $0.00 $800.00 ($800.00) -100.0% $0.00

KEEPER OF RECORDS AND SEAL $552.13 $1,800.00 ($1,247.87) -69.3% $0.00

KEEPER OF FINANCE $1,560.43 $1,800.00 ($239.57) -13.3% $0.00

DISTRICT COUNSELOR $0.00 $1,800.00 ($1,800.00) -100.0% $94.08

DISTRICT CHAPLAIN $0.00 $1,800.00 ($1,800.00) -100.0% $0.00

DISTRICT MARSHAL $0.00 $500.00 ($500.00) -100.0% $0.00

IMMEDIATE PAST DISTRICT REP $0.00 $1,500.00 ($1,500.00) -100.0% $0.00

PUBLIC RELATIONS $0.00 $1,250.00 ($1,250.00) -100.0% $0.00

COMMUNITY & CIVIC AFFAIRS $0.00 $8,000.00 ($8,000.00) -100.0% $0.00

HISTORY & ARCHIVES $0.00 $600.00 ($600.00) -100.0% $0.00

WAYS & MEANS $0.00 $600.00 ($600.00) -100.0% $0.00

RULES $0.00 $600.00 ($600.00) -100.0% $0.00

MEMBERSHIP $982.48 $1,400.00 ($417.52) -29.8% $0.00

SOCIAL ACTION $0.00 $1,000.00 ($1,000.00) -100.0% $0.00

U/G NATIONAL MEETINGS $1,117.32 $2,000.00 ($882.68) -44.1% $957.36

MSP ADMINISTRATION $67.50 $700.00 ($632.50) -90.4% $0.00

PRINTING DISTRICT/COUNCIL MEETING BOOKS $0.00 $1,000.00 ($1,000.00) -100.0% $0.00

BANK CHARGES & OTHER EXPENSES $0.00 $50.00 ($50.00) -100.0% $0.00

INVESTMENT TEAM EXPENSES $0.00 $0.00 $0.00 0.0% $0.00

BONDING $0.00 $0.00 $0.00 0.0% $0.00

LEADERSHIP CONFERENCE $0.00 $0.00 $0.00 0.0% $0.00

CONCLAVE EXPENSES $78.00 $3,000.00 ($2,922.00) -97.4% $0.00

CONCLAVE YOUTH LEADERSHIP CONFERENCE $0.00 $1,000.00 ($1,000.00) -100.0% $0.00

DISTRICT YOUTH LEADERSHIP CONFERENCE $0.00 $1,000.00 ($1,000.00) -100.0% $0.00

CONCLAVE DEVELOPMENT $841.97 $4,000.00 ($3,158.03) -79.0% $0.00

CONTRIBUTION TO EE JUST FUND $0.00 $1,500.00 ($1,500.00) -100.0% $0.00

OTHER EXPENSES $0.00 $600.00 ($600.00) -100.0% $32.00

GRAND KF CAMPAIGN $0.00 $0.00 $0.00 0.0% $0.00

DISTRICT COUNCIL MEETINGS $0.00 $350.00 ($350.00) -100.0% $0.00

TOTAL OPERATING EXPENSES $10,332.29 $55,200.00 ($44,867.71) -81.3% $1,579.19

FY '16 Budget Compare % OVER/

- UNDER

BUDGET



Highlights – OPERATING EXPENSES

Total Operating Expenses – After completing 25% of FY2016, have consumed 19% of the

total expenses

0% Budget Consumed through 1/31/16 Budget

Consumed

Comment

ALASKA STATE REPRESENTATIVE 0%

MOUNTAIN WEST AREA REPRESENTATIVE 0%

NORTHWEST AREA REP. 0%

NORTHERN CALIFORNIA AREA REP. 0%

SOUTHERN CALIFORNIA AREA REP. 0%

DISTRICT COUNSELOR 0%

DISTRICT CHAPLAIN 0%

DISTRICT MARSHAL 0%

IMMEDIATE PAST DISTRICT REP 0%

PUBLIC RELATIONS 0%

COMMUNITY & CIVIC AFFAIRS 0%

HISTORY & ARCHIVES 0%

WAYS & MEANS 0%

RULES 0%

SOCIAL ACTION 0%

PRINTING DISTRICT/COUNCIL MEETING BOOKS 0%

BANK CHARGES & OTHER EXPENSES 0%

CONCLAVE YOUTH LEADERSHIP CONFERENCE 0%

DISTRICT YOUTH LEADERSHIP CONFERENCE 0%

CONTRIBUTION TO EE JUST FUND 0%

OTHER EXPENSES 0%

DISTRICT COUNCIL MEETINGS 0%



Highlights – OPERATING EXPENSES

0.1% to 25% Budget Consumed through 1/31/16 Budget

Consumed

Comment

CONCLAVE EXPENSES 3% Plenty of spend runw ay to go

MSP ADMINISTRATION 10%

CONCLAVE DEVELOPMENT 21% Plenty of spend runw ay to go


Consumed

Comment

KEEPER OF RECORDS AND SEAL 31% UGLS

DISTRICT REPRESENTATIVE 33%

Several Founders Day Visits, Chapter

Visits, Planning Sessions, UGLS, Winter

DCM1ST VICE DISTRICT REPRESENTATIVE 44% 2 Founders Day Visits, UGLS

2ND VICE DISTRICT REPRESENTATIVE 45% UGLS


Consumed

Comment

U/G NATIONAL MEETINGS56%

UGLS - Airfare for 1 Brother and 2 Hotel

Rooms to house several Undergraduates

MEMBERSHIP 70% UGLS - Undergraduate Advisor

+75% Budget Consumed through 1/31/16 Budget

Consumed

Comment

KEEPER OF FINANCE87%

SoCal Founders Day, Chapter Visit, UGLS,

Supreme Council Meetign

12th District Counselor – William Edwards


Goal #1: Automate training and certifications for MSP, SEC, and Compliance.

Goal #2: Educate brothers on current fraternity trademarks and proper use thereof, as well as other legal issues affecting the 12th District.

Goal #3: Write, review, and edit agreements and proposals affecting the District.

Goal #4: Assist in the creation of 12th District media kit.

Goal #5: Complete other tasks as assigned by the District Representative.

Goal #6: Vigorously defend the 12th District and seek to proactively mitigate risk.


Phone: 661-900-8250 Email: [email protected] Chapter: TAA



1. Met with District leadership and Grand Conclave committees in Las Vegas re. Conclave Planning.

2. Met with IHQ leadership, Caesars, Flamingo, and County Commissioner in Las Vegas re. Conclave Security.

3. Reviewed hotel contracts for Fall and Winter Council meetings.

4. Reviewed entertainment contracts for the 12th District Meeting.

5. Reviewed vendor agreements for various Conclave-related activities, including sponsorship acquisitions.

6. Attended the Counselors’ Retreat in Dallas, Texas, to discuss fraternity legal issues and receive training.

7. Drafted legal opinions for disciplinary actions taken by the District Representative.





1. Significant risk will be avoided with proper and consistent training and certifications.

2. Goal is to ensure delivery of consistent instruction and guidelines to all members.


1. Currently representing the fraternity as plaintiffs in a defamation lawsuit.

2. Currently defending the fraternity and several members of the 12th District in a civil lawsuit.

3. Continue to work with the Conclave planners to review all contracts and agreements.

4. Formalize the “Get Right” Program criteria.


71st 12th District Marshal – Brother Charles Peevy


Goal# 1: By May 28, 2016, the 71st 12th District Marshal will have collaborated with

District and local chapter leadership to ensure that the 71st 12th District meeting is a

success as evidenced by attendance from the brotherhood, positive feedback and

profitability.

Goal# 2: Maintain strict adherence to budget during the district meeting process.

Goal# 3: Serve as primary implementation leader for the 12th District mtg. Serve as

the point of contact for all details regrading planning and execution for the meeting.

Goal# 4: By 90-days after the 71st 12th District meeting, the District Marshal will

provide a final report outlining lessons learned.

Goal# 5: By May 28, 2016 the 71st 12th District Marshal will ensure that the 71st 12th

District Meeting is fiscally profitable.

Goal# 6: By May 28, 2016 ensure that the 12th District 71st District meeting has met a

registration goal of 325 paid registrants.


Phone: 602-617-3443 Email: [email protected] Chapter: Phi Iota



1. Worked with the 12th District and Phi Iota Chapter leadership teams to plan for the 71st

Annual 12th District Meeting.

2. Continued our monthly committee meetings on the second Tuesday of each month at 7:30 – 9:00 pm.

3. Just a few – menu choices, determining registrant souvenirs, choose / determine speakers, select vendors, create posters, request RSVP’s thru IHQ, agenda preparation, etc.

71st 12th District Marshal – Brother Charles Peevy


71st 12th District Marshal – Charles Peevy


1. We need your help! Currently, only 325 Brothers are registered for the District Meeting. The goal and budget are for 400. We need at least 75 more!

2. The 80th Grand Conclave may have impact on the 12th District Meeting.


1. Continuing preparations to provide the most exciting golf tournament, the best hospitality, the most in-house entertainment, the most interesting business meetings, the baddest step-show, the most exciting 20-year anniversary of our Youth Leadership Conference, the most entertaining Talent Hunt, the most succulent BBQ, and the most entertaining Founders Banquet ever!!!

2. Continuing monthly committee meetings on the second Tuesday of each month at 7:30 – 9:00pm. Call in number is 712-432-0400, access 406230.

3. Working souvenir ad book, determining registrant souvenirs, choose/determine speakers, selection of vendors, create posters, request RSVP’s thru IHQ, agenda preparation, etc.


12TH District Chaplain– Brother Michael R. Brown


Goal# 1: By March 31, 2016 – Prepare ‘Bible Study’ topics/agendas and Memorial

Service Sermonette for the May-2016 12th District Meeting In Phoenix.

Goal# 2: By May 31, 2016 – Explore more new and creative ideas to ‘attract’ more

Brothers to get on the ‘4th Sunday Bible Study Conference Call’

Goal# 3: By March 31, 2016 – Work with the DR to put an ‘fair and honorable’ plan in

place that will fit into the budget for floral arrangements for the Brotherhood and/or

family members at funerals and bereavement.

Goal# 4: By May 31, 2016 – Prioritize 12D Leadership and Chapter Chaplains/Basilei

participation on ‘4th Sunday Bible Study Conference Calls (Mandatory Participation).


Phone: 909-367-6313 Email: [email protected] Chapter: Eta Alpha Alpha



1. Cleaned up and collated all 600 pair of White Gloves for future us by the 12th

District.

2. 4TH Sunday Bible Study Conference Call – Conducted a thorough evaluation of the

Bible Study calls, and made recommendations on how to increase participation and

effectiveness. Completed on 09/28/15. Result: Increased participation by more

that 100% of previous participation – including 12th District officers.

• 1ST Series on ‘PRAYER’ Completed: “The Priority of Prayer”, “Benefits of

Commitment to Prayer”, “Balanced Prayer”, “Making Prayer Effective: Going

from Doubt to Trust”, “Prayer Application: Anger & Hostility”, and “Praying

with Power”

3. Fall 2015 12th District Spiritual Revival. 10/16/15, San Diego, CA. Theme:

“Brother 2 Brother in Christ”– Planned and developed a program that included

presenters, testimonials, and song leaders. Concluded with a Rededication

Ceremony. Result: Raised the Brothers’ Spiritual Level of Awareness” and brought

the Brothers closer together in and through our Lord and Savior, Jesus Christ.

4. Participated in the Grand Chaplain/District Chaplains Weekly “Prayer

Warriors” Conference Call.



Past Trimester Actions / Accomplishments (Continued)

5. Distributed the ‘Resolution of Respect’ (Omega Chapter Presentation) to all 12th

District Chapter Basilei and Chaplains on 2/2/16.

6. Performed the Invocations for the Joint Founders Day//Achievement Week Awards

Dinner hosted by Eta Alpha Alpha and Pi Rho on November 17, 2015, and for the

Southern California Area Achievement Week on November 21, 2015.

7. Ordered floral arrangements for funeral services for Brothers who have gone on to

Omega Chapter, as directed by the District Representative.

8. RE: ‘4TH SUNDAY BIBLE STUDY CONFERENCE CALL’ REMINDER –

Worked with the 12th District KRS to update the 12th D Lister Server and the District

Chaplain “Group List” to include all active 12th District Brothers for advanced

notification and reminders of the Bible Study conference calls. Anticipated date of

completion: 01/31/16.




1. Lead the Winter 2016 12th District ‘Spiritual Revival’, Portland, OR. Hosted by

Zeta Nu Chapter, 2/19/16.

2. Continue to lead ‘4th Sunday Bible Study Conference Call’, 7:30p– 8:30p. 2nd

Study Series: ‘The Will of God’

3. Prepare ‘4th Sunday Bible Study Conference Call’ ‘Topic and Scripture’ for

advanced notification.

4. Grand Chaplain/District Chaplains Annual ‘Retreat’, Marriott Hotel, Las Vegas,

NV, 3/3/16 – 3/5/16.

5. Southern California Area-Wide Memorial Service, Hosted by Tau-Tau Chapter at

Park Windsor Baptist Church, Los Angeles, CA, Sat., 3/5/16. Deliver Sermonette.

6. Grand Chaplain/District Chaplains ‘Weekly Prayer Warrior Conference Call’

Participation.

February 20, 2016 Winter 2016 District Council Meeting, Hosted by: Zeta Nu Chapter



1. ‘Challenged’ to discover more ways to ‘attract’ more Brothers to the ‘4th Sunday

Bible Study Conference Call’. Strengthening our ‘Brotherhood in Christ,’ ‘Brother 2

Brother Encouragement’ while focusing more on relevant topics in the Brotherhood

as they relate to Bible Scriptures. Completion Date: 5/31/16.

2. ‘Challenged’ to engage more Chaplains through forums and/or workshops that filter

through the Grand Chaplain’s ‘vision and initiatives’ for the Brotherhood.

Completion Date: 10/31/16.

3. ‘Challenged’ to engage the 12th District Leadership and Chapter Chaplain and Basilei

participation on ‘4th Sunday Bible Study Conference Calls. (Maximize Participation).


4. ‘Challenged’ to prepare relevant Bible Study topics/agendas and Memorial Service

Sermonette for the May-2016 12th District Meeting in Phoenix.


February 20, 2016 Winter 2016 District Council Meeting, Hosted by: Zeta Nu Chapter


District Director of Public Relations – Brother Myron E. Reed


Goal #1: By October 31, 2015, identify and recommend a Brother to be appointed by the District Representative to the 12th District Webmaster/IT Chair

Goal# 2: By October 31, 2016, the 12th District of Public Relations will complete all approved Website and IT update requests within four (4) business days of receipt and approval.

Goal# 3: By October 31, 2016, complete quarterly ‘Tech Talk’ conference calls.

Goal #4: By October 31, 2016, conduct in-person, online and via conference calls PR workshops with 50% of 12th District Chapters participating in at least one workshop by October 31, 2016.

Goal #5: Publish a quarterly 12th District Newsletter.

Goal #6: By May 2016 publish a 12th District Annual Report.


Phone: 312-841-1010 Email: [email protected] Chapter: Mu Alpha Alpha

Web/IT Chair:Bro. Quentin Davis

Email: [email protected]: 858-736-4233

Chapter: Phi Omicron





1. Recommended Brother Quentin Davis (Phi Omicron Chapter) as the 12th District Web/IT Chair. Brother Davis was appointed by the District Representative on October 17, 2015.

2. In conjunction with the newly appointed Web/IT Chair, completed Phase 1 of the 12th District Website update to include clean–up of outdated information, District Officer photos, revised Conclave ad PayPal buttons and other obvious changes not requiring extensive coding.

3. Facilitated process to thwart malicious activity directed at 12th District website.

4. Conducted initial Tech Talk conference call with Brother Quentin Davis, Web IT Chair. The focus was current and future state of 12th District Website. Solicited input from District officers and past Web/IT contributor and reviewed topics for next Tech Talk with an expanded audience. December 29, 2015.

5. Collected and formatted content for next edition of 12th District Newsletter.

6. Participated in status update call with International Editor of the Oracle on January 3, 2016. Reviewed initial status of Oracle publication for 2016.

7. Attended face-to-face 80th Grand Conclave planning meeting in Las Vegas on January 9, 2016.





1. Facilitate Phases 2 & 3 to upgrade 12th District website; propose stronger security protocols to thwart potential illicit activity directed at website and create budget for future state of enhanced website.


1. Facilitate enhanced website content such as integration of automated District Forms utilized by DKRS and Chapters and enhanced/automated data reporting.

2. Publish quarterly 12th District Newsletter.

3. Process approved requests for website/IT updates in a timely manner.

4. Publish 12th District Annual Report.

5. Facilitate maximum coverage of 12th District in The Oracle Magazine.


Area Representative Reports


Alaska State Representative – Bro. Franklin Harris


Goal# 1: By October 31, 2016 visit 75% of chapters within geographic region.

Goal# 2: Conduct by-monthly chapter Basilei teleconferences with an average participation rate of 80% from chapters.

Goal# 3: Attend 80% of all IHQ and 12th District sanctioned meetings (i.e. Conclave, LeadershipConferences, 12th District Meetings and 12th District Council Meetings).

Goal# 4: On an annual basis, conduct two (2) Area-Wide meetings.

Goal# 5: By October 31, 2016 submit 100% of all required reports to the 12th District accurately andin a timely manner.

Goal# 6: By May 31, 2016 ensure the successful execution of two (2) area specific strategicinitiatives

Goal# 7: As identified, support the 12th District Representative with the successful execution ofDistrict initiatives and area specific activities as needed .


Phone: (907) 229-1577 Email: [email protected] Chapter: Gamma Alpha Alpha



1. Supported the following Youth Leadership Workshops:a) Public Speakingb) Conflict Resolution, Bullying

2. Completed Gamma Alpha Alpha Inc. annual Non-profit filling with the IRS

3. Supported the following community outreach programs: a) Partnership with Salvation Army

1) Annual Coats for Kids giving2) Annual season of giving: toys and food distribution

b) Donation Funds for Deployed Military Membersc) Bean Café Annual community holiday dinner for the homeless

4. Supported the MSP process

5. Working with DM and DR to increase the number of participate to attend the District Meeting

6. Managed the Financial well being of the Chapter through investment and budgeting





1. Gamma Alpha Alpha Chapter is heavily dependent on brothers in the military thus causing big swing in membership. Actions: Continue to identify non-military potentials. Deadline: Ongoing

2. Ability to grow the Chapter with local professionals due to small minority population. Action: hold more social events throughout the year so that we’re visible in the community. Deadlines: Ongoing

3. Continue to look for new opportunities to partner with the community in order to carry out the mandated programs and increase visibility in the community.


1. Youth Leadership Development Workshop: Presentation on Financial Management

2. Work with UAA Director of the Multicultural Center1) Identify/mentor minority students for undergrad success

3. Support upcoming outreach social programs:1) Voter registration2) Omega Cruise & White Party


Mountain West Area Representative– Bro. Andrew J. Davis



Goal# 2: Conduct by-monthly chapter Basilei teleconferences with an average participation rate of 80% from chapters

Goal# 3: Attend 80% of all IHQ and 12th District sanctioned meetings (i.e. Conclave, Leadership Conferences, 12th District Meetings and 12th District Council Meetings).


Goal# 5: By October 31, 2016 submit 100% of all required reports to the 12th District accurately and in a timely manner.

Goal# 6: By May 31, 2016 ensure the successful execution of two (2) area specific strategic initiatives

Goal# 7: As identified, support the 12th District Representative with the successful execution of District initiatives and area specific activities as needed .


Phone:480-518-2433 Email: [email protected] Chapter: Phi Iota (Phoenix, AZ)



Mountain West Area Representative- Conducted monthly conference calls with the Chapter Basilei to disseminate District information, and facilitate Areas initiatives. Attended the Fall Council meeting and Prayer Session in San Diego in Oct. Attended Delta Alpha Alpha and Alpha Theta chapter meetings. Participated in Bi-monthly Conference calls with the DR. Charged alls chapters in the MWA to support the MBK’s initiative through their respective mentoring programs and plan to bring representatives to the YLC at the 71st District Meeting. Working with Beta Mu Mu to host and organize the upcoming Winter Area Meeting. Monitor and review with the Chapters their registration commitments for the 71st District Meeting.

1. Alpha Theta- Joint Achievement Week Activities with Phi Iota 11/15-11/21. Brother Charles Wilson graduated from ASU Law School. 12/16/15. ASU Winter Break 12/14/15-1/11/15. Sent 2 delegates to the International Undergraduate Summit. Atlanta, GA. 1/22/16-1/24/16

2. Beta Mu Mu- Tutored/Mentored more than 200 students Algebra/Geometry. Volunteered at Centennial Hospital assisting patients. Continued committee work for 2016 Conclave.

3. Delta Alpha Alpha- Participated on the board of the Tucson Juneteenth committee, meeting held December 1, 2015. Brothers continue to support the IMA, a civil action group made up of community members, ran by local ministers. December 18th, brothers volunteered at Pima Community food bank. putting food baskets together for the less fortunate. December 21st brothers partnered with local DJ's to feed the homeless on two day event.

4. Iota Iota Iota- Special Elections of Officers due to Basileus Brian Jones relocation to Germany. Monthly Feed-the-Homeless Project. Big Brothers Big Sisters Board Meeting & committee/council meetings. Boys & Girls Club mentoring program. Martin Luther King Day Rally & March . NAACP Martin Luther King, Jr. Awards Luncheon. Hill Air force Base Martin Luther King, Jr. Luncheon. Martin Luther King, Jr. and Cesar Chavez banner fundraising initiative

5. Kappa Xi- No inputs provided.

6. Phi Iota – Held Joint Achievement Week Activities with Alpha Theta 11/15 -11/21. Continue monthly meetings for 2016 71st

District meeting. Participated in STEP OUT diabetes walk 11/7. Conducted Youth Leadership workshops 3 times per month. Monthly Feed The Homeless @ First Institutional Baptist Church. OYLA served as Greeters and ushers for the Delta Kwanzaa Community Event 12/26. Participated in My Brother's Keeper/Big Brother Big Sister Mayor's press conference on 1/13. Participated in Area MLK marches/events in Phoenix and Mesa. Provided peacekeeping services for the Phoenix event





1. Timely and 100 % submission of Chapter 30/30 reports to MWAR and participation in Area calls/meetings.

2. Deadline- 2016 District Meeting Registrations ends 2/29/16; will go from $225 to $250. REGISTER NOW!!!

Key Activities Over the Next TrimesterMountain West Area Representative- Conduct monthly Areas Leadership conference call. Attend Kappa Xi, Beta Mu Mu, and

Iota Iota Iota chapter meetings. Continue to review and ensure that registration commitments for the 71st District Meeting for the MWA are met. Solidify and monitor the registration commitments for the 2016 Grand Conclave to ensure they are met. Facilitate and conduct the Winter Mountain West Area meeting in Las Vegas (Host -Beta Mu Mu).

1. Alpha Theta- Carter G. Woodson Lecture Series @ ASU Memorial Union. 2/4/16 @ 7pm.

2. Beta Mu Mu-Continue committee work preparing for 2016 Conclave. Continue Tutoring/Mentoring High School Students Math/Science. Secure a venue for hosting Winter MW Area Meeting. Brothers attend church service together for Memorial Service.

3. Delta Alpha Alpha- Set up to volunteer with Pima food bank again in Feb. Meet the Greeks at University of Arizona. Greek roundtable informational at University of Arizona.

4. Iota Iota Iota-Supporting AKA’s Valentine Day celebration & scholarship fundraiser. Leading an effort to establish a local NPHC chapter. Monthly Feed-the-Homeless Project. Monthly Big Brothers Big Sisters Board Meeting & committee/council meetings

5. Kappa Xi- No inputs provided.

6. Phi Iota – Continue monthly planning sessions for 71st District meeting. Conduct the OYLA West Coast Excursion to USC/LB Black College Expo 2/4-6. Will host our local 2016 Talent Hunt 2/27, 3pm


Northern California Area– Bro. Jeffery Williams



Goal# 2: Conduct by-monthly chapter Basilei teleconferences with an average participation rate of

80% from chapters.

Goal# 3: Attend 80% of all IHQ and 12th District sanctioned meetings (i.e. Conclave, Leadership

Conferences, 12th District Meetings and 12th District Council Meetings).


Goal# 6: By May 31, 2016 ensure the successful execution of two (2) area specific strategic

initiatives.

Goal# 7: As identified, support the 12th District Representative with the successful execution of

District initiatives and area specific activities as needed .


Phone: (408) 425-9079 Email: [email protected]@gmail.com

Chapter: Delta Iota Iota





1. Attended Fall DCM in San Diego 16-October 2015.

2. Worked with brothers from the Fresno Area and our DR to revitalize Chi Nu chapter.

3. Successfully held the NorCal Area-Wide Founders’ Day Banquet at the Holiday Inn Capitol Plaza in Sacramento. Epsilon Xi was the host chapter and it was a successful event.

4. Several chapters supported their local communities with turkey and food giveaways for Thanksgiving. In addition, we at Delta Iota Iota (DII) held our annual Warm Arms of Omega where coats, hats, gloves and scarves were given away to the homeless at the local mission in Stockton.

Northern California Representative – Bro. Jeffery Williams


Northern California Area– Bro. Jeffery Williams


1. Increase Reclamation efforts and Retain the brothers that are financial and in good standing on the roles.

2. Increase DM Registration numbers in the NorCal Area.

3. Encourage brothers to not only be present at the Conclaves but to register as well.

4. Encourage chapter Ads for District Meeting and Conclaves.


1. Planning completed for upcoming Area Memorial Service at Greater St. Paul Missionary Church in Oakland hosted by Sigma Iota (12-March).

2. Next Area Meeting scheduled for 5-March in San Mateo hosted by Mu Kappa Kappa (MKK) chapter and then followed by monthly Basilei Conference Calls in order for me to maintain communication throughout the area and status vital matrices.

3. NorCal Area Ques will support fundraising efforts for the revitalization of the Frat House in Oakland that we all use.


Pacific Northwest Area Representative- -Brother Robert Gary, Jr.


Goal #1: By October 31, 2016 visit 75% of chapters within geographic region.

Goal #2: Conduct by-monthly chapter Basilei teleconferences with an average

participation rate of 80% from chapters.

Goal #3: Attend 80% of all IHQ and 12th District sanctioned meetings (i.e. Conclave,

Leadership Conferences, 12th District Meetings and 12th District Council Meetings).

Goal #4: On an annual basis, conduct two (2) Area-Wide meetings.

Goal #5: By October 31, 2016 submit 100% of all required reports to the 12th District

accurately and in a timely manner.

Goal #6: By May 31, 2016 ensure the successful execution of two (2) area specific

strategic initiatives.

Goal #7: As identified, support the 12th District Representative with the successful

execution of District initiatives and area specific activities as needed.


Phone: 206-683-0401 Email: [email protected] Chapter: Zeta Upsilon



1. Hosted the 2015 Pacific NW Founder’s Day Banquet in Tacoma, WA. Delta Pi, 11-21-2015.

2. Donated Christmas baskets and delivered gifts to needy families in the Tacoma area. Delta Pi, 12-22-2015.

3. Attended the Tacoma NAACP meeting. Delta Pi, 1-25-2016.

4. Held Omega reclamation luncheon. Delta Pi, 1-29-2016.

5. Conducted a cardiovascular seminar. 2-1-2016.

6. Participated in the 2015 Pacific NW founder’s Day Banquet in Tacoma WA. Chi Alpha Alpha, 11-21-2015.

7. Held Study halls on the WSU campus. Chi Alpha Alpha, 12-1-15.

8. Participated in community service event on the WSU campus. Chi Alpha Alpha, 12-8-2015.

9. Participated in the Spokane MLK events. Chi Alpha Alpha, 1-18-2016.

10. Participated in the 2015 Pacific NW Founder’s Day Banquet in Tacoma WA. Zeta Nu, 11-21-2015.


Pacific Northwest Area Representative- -Brother Robert Gary, Jr.

Pacific Northwest Area Representative - Brother Robert Gary, Jr.

Past Trimester Actions / Accomplishments (Cont.)

11. Participated in a Holiday clothing drive event with Delta Sigma Theta and Mt. Olive Baptist Church, ZN, 12-19-2015.

12. Participated in community service events on the PSU campus. Zeta Nu-1-9-2016.

13. Participated in the MLK Day of service at Highland Community Center-. Zeta Nu 1-18-2016.

14. Participated in the 2015 Pacific NW founder’s Day Banquet In Tacoma Wa. Zeta Upsilon.

15. Participated in the Sears/ Kiwanis Club Holiday Clothes donation event for Seattle elementary students. Zeta Upsilon 12-5-2015.

16. Participated in the Mt Zion Baptist Church Holiday event for families . The Church donated gifts and clothes to families in the Seattle area.. Zeta Upsilon 12-19-2015.

17. Facilitated and completed the Immaculate Conception Church Holiday food and gift donation to 30 families in the Seattle area. Zeta Upsilon 12-20-2015.

18. Participated in the Seattle MLK Rally and March. Zeta Upsilon 1-18-2016.


None.


1. To host and execute the 2016 12th District Winter Council meeting in Portland, Oregon. 2/19-2/21

2. To increase the number of Pac NW Brother’s registered for the 2016 12th

District meeting in Phoenix, Arizona. May 1- May 22, 2016

3. To increase the number of Pac NW Brother’s registered for the 80th Grand Conclave in Las Vegas, Nevada. July 25- July 28, 2016.


Pacific Northwest Area Representative - Brother Robert Gary, Jr.

Southern California Area Representative- Tim Melton



February 20, 2016



Goal# 2: Conduct by-monthly chapter Basilei teleconferences with an average

participation rate of 80% from chapters.

Goal# 3: Attend 80% of all IHQ and 12th District sanctioned meetings (i.e. Conclave,

Leadership Conferences, 12th District Meetings and 12th District Council Meetings).


Goal# 5: By October 31, 2016 submit 100% of all required reports to the 12th District

accurately and in a timely manner.

Goal# 6: By May 31, 2016 ensure the successful execution of two (2) area specific

strategic initiatives.

Goal# 7: As identified, support the 12th District Representative with the successful

execution of District initiatives and area specific activities as needed .

Winter 2016 District Council Meeting, Hosted by: Zeta Nu Chapter


1. Attended fundraiser “Bow Ties & Stilettos” hosted by Rho Iota Iota Chapter October 3,

2015.

2. Attended YLC @ USC October 10, 2015.

3. Attended DCM hosted by Phi Omicron Chapter October 17, 2015.

4. Attended and participated in the So Cal Area Achievement Week Luncheon hosted by

Zeta Tau Chapter November 21, 2015.

5. Met with with Tau Tau Chapter leadership (November 2015, December 2015, January

2016 and ongoing) in preparation for upcoming So Cal Area Memorial Service and

Meeting March 5, 2016.

6. Attended several chapter meetings, events and activities in the So Cal Area.





N/A


1. Continue to work with Tau Tau Chapter Leadership & Committee in organizing and executing a successful So Cal Area Memorial Service & Meeting March 5, 2016.

2. Continue to attend and participate in activities in the So Cal Area.

3. Attend the Winter 2016 DCM in Portland, Oregon.


February 20, 2016

Program 2016 2017 2018 2019

Memorial Service Tau Tau Tau Alpha Alpha Zeta Rho Eta Alpha Alpha

Area-Wide BBQLambda Omicron & Zeta

Rho

Xi Gamma Gamma &

Phi OmicronTau Tau Zeta Tau

Founder’s Day BanquetPsi Xi or MAA & Rho

Iota IotaTau Tau & Phi Beta Beta

Pi Rho & Eta Alpha

Alpha

Lambda Omicron & Phi

Beta Beta

Community Service #1 YLC YLC YLC YLC

Southern California Area Meeting

- Winter Meeting

(Feb/March.)Tau Tau Tau Alpha Alpha Zeta Rho Eta Alpha Alpha

- Spring Meeting (May)

Area Wide Basilei

Conference Call Area Wide Basilei Call

Area Wide Basilei

Conference Call Area Wide Basilei Call

- Fall Meeting (Sept.) Rho Iota Iota Psi Xi Lambda Omicron Xi Gamma Gamma



Southern California Area Calendar

Standing Committee Reports


Civic Affairs – Brother Kraig Carrere, Chair

February 20, 2016

Committee Member Contact Information

Names Sub-Committee Phone: Email Chapter

Marc Sutton Achievement Week 602-570-0502 [email protected] Phi Iota

JD McDowell Talent Hunt 707-310-2527 [email protected] Pi Chi

Kraig Carrere Scholarship 206-898-9176 [email protected] Zeta Upsilon

COMMITTEE GOALS

Goal #1: By October 1, 2015, the Scholarship Committee chairman will increase committee

membership from 3 to 5 members.

Goal #2: By January 15, 2016, provide information to the 12th District regarding the available

scholarships.

Goal #3: By May 1, 2016, increase the number of applications submitted by 30% over 2015 for both

graduate and undergraduate scholarships.

Goal #4: By October 1, 2015, the Achievement Week Committee chairman will increase committee

membership from 6-8 Members.

Goal #5: Increase 2015 International High School Essay Contest participation by 20% vs. 2014.

Goal #6: Increase 2015 District Achievement Week Awards Applications (Form 77) Submittals by

10% vs. 2014.

Goal #7: By October 1, 2015, establish Talent Hunt Subcommittee membership.



1. Information and Form 77 for the 12th District Achievement Week Awards sent to all Chapters.

2. 12th District Scholarship information sent to all Chapters.

3. Determined the winner of the 12th District National Essay Contest.

4. Established the Talent Hunt Subcommittee Chair.

5. Completed Committee Work Plans which includes committee’s goals and objectives




1. Continued Communication complete form 77 for Achievement Week Awards.

2. Continue to drive 12th District Scholarship Participation.

3. Build on driving Talent Hunt activities in preparations for the 71st Annual 12th District Meeting and the 80th Grand Conclave.

Challenges/ Mitigation Plans/Deadlines/Actions Required

1. Communication for Form 77’s: Several chapters have still not submitted their Form 77. The deadline for submittal was 12/31/15.

2. Continue to ensure ALL eligible brothers know about the available 12th District and International Scholarships, and are encouraged to submit applications.



History and Archives – Brother Darroll Love

February 20, 2016



Larenz Tolson African American History 818-795-4328 [email protected] Omicron Nu

William Higgs African American History 510-331-4386 [email protected] Sigma Iota

COMMITTEE GOALS

Goal #1: Establish committee members by October 31, 2015.

Goal #2: Sustain Golden Bridge Builder’s Program. Present Awardees at

the 71st District Meeting in May 2016.

Goal #3: Support International History & Archives Initiatives (Newsletter

and Grand Conclave Events) - Ongoing

Goal #4: Capture Significant 12th District History and FY16 Events -

Ongoing.




1. Provided updated International History & Archives Newsletter.

2. Participated in effort to retain Brother John Williams, Jr., historical artifacts.

3. Continued planning for 12th District Golden Bridge Builders Program.

February 20, 2016

History and Archives – Brother Darroll Love


1. Engage past Golden Bridge Builders for living history program by March 31st.

2. Develop questionnaire for past Golden Bridge Builders by February 29th.

3. Create Golden Bridge Builders awards certificates and briefing by March 31st.


1. Visit UC Berkeley (Epsilon Mu) for research and documentation on possible initial charting of Theta chapter at that institution.

2. Publish Newsletter.

3. Execute 12th District Golden Bridge Builders induction.


Membership Chairman – Brother Kwame Dow


Goal #1: Membership Committee-Increase District Membership to 1,250 by April 30,

2016.

Goal #2: Reclamation Chair Subcommittee-Analyze Membership Activity (2000-2014)

Identify Reclamation opportunities by November 30, 2015.

Goal #3: Retention Subcommittee-Analyze Membership Activity (2000-2014) Identify

Retention opportunities January 15, 2016.

Goal #4: Undergraduate Advisor-By October 31, 2015, identify and schedule three

activities and seminars designed to increase Undergraduate Engagement.

Committee Chair Contact Information

Phone: (213) 840-3578 Email: [email protected] Chapter: Tau Tau



Names Subcommittee Phone: Email Chapter

Nick Thompson Reclamation 951-536-8828 [email protected] Pi Rho

Tim Allen Retention 253-255-9728 [email protected] Delta Pi

Martin Boston Undergraduate Advisor 509-432-4198 [email protected] Omicron

Dennis Braxton Veterans in Omega 310-519-7626 [email protected] Phi Beta Beta






1.Membership-Brother Dow

1. Implemented new MSP Call protocol and conducted monthly MSP Certification and Recertification calls on the last Tuesday of each month at 8 pm.

1. Communicated new District Grand Conclave Assessment update $500.

2. Conducted MSP Certification and Recertification sessions at the request of Chapter Leadership for Tau Tau, Rho Iota Iota and Zeta Rho.

3. Processed Membership packages for Iota Iota Iota, Phi Omicron, Phi Beta Beta, Gamma Alpha Alpha, and Phi Iota.

4. Emailed 2015/16 District Membership goal (1,250) outlining year over year 2014/15 (597) vs 2015/16 (629) showing increase of year (32 Brothers).

2. Reclamation-Brother Thompson

1. Identified Area Reclamation Leads with assistance of Area Representatives.

2. Armed Leads with information on 350+ Brothers identified in analysis of MSP numbers from 2000-2014.

3. Recommended the implication of a new District award to specifically reward Chapters for Net Membership Growth.



Past Trimester Actions / Accomplishments (Continued)

3. Retention – Brother Allen

1. Distributed email to all active Chapters in the 12th District on retention tools (Reminder email 90 days prior to Fraternal Year closing, Vouchers, setting up and PayPal Account, etc.

2. Created survey to distribute to Chapters in the 12th District designed to better understand why Brothers stay active.

4. Undergraduate Advisor – Brother Boston

1. Separate report attached.





1. Membership-Brother Dow

1. Continue to update Brothers via email and Chapter visits on Membership numbers as it relates to our 1,250 goal (Deadline Ongoing)

2. Conduct Monthly MSP Certification and Recertification calls fourth Tuesday of each month 8P

3. Review and approve MSP packages for submittal to DR with emphasis on Get Right Candidates (Deadline Ongoing)

4. Work with Subcommittee Chairs (Reclamation/Retention/Undergraduate Advisor/Veterans of Omega and Life Membership) to accomplish work plans (Deadline Ongoing)

2. Reclamation-Brother Thompson

1. Partner with local resources to reclaim 20-30% of the 350 Brothers identified for reclamation (Deadline 04/30/2016)

2. Monitor and provide support to local resources to aid reclamation activities to contribute to District 1.250 goal

3. Outline criteria for new Net Membership Growth




N/A


Key Activities Over the Next Trimester (Continued)

3. Retention – Brother Allen

1. Collect survey of 299 Brothers initiated in the District that have remained financial since 2000 to identify drivers (Deadline 3/5/15)

2. Partner with Reclamation Chair to identify trends and implement (Deadline Ongoing)

4. Undergraduate Advisor – Brother Boston

1. Separate report attached

Rules Committee – Bro. Ed Young

COMMITTEE PROPOSED GOALS

1. Establish Committee Members for the Rules Committee

2. Establish Subcommittee Members for Bylaws & Recommendations, and for Nominations, Time, & Place

Chairman Contact Information


February 20, 2016



William EdwardsBylaws and Recommendations

661-900-8250 [email protected] Tau Alpha Alpha

Ed YoungNominations, Time & Place

714-926-1471 [email protected] Tau Tau





1. Attended the 2015 Fall District Council Meeting in San Diego, CA.

2. Nominations, Time and Place Subcommittee published the information and instructions for chapters who wish to submit proposals to host the 2019 District Meeting.

1. Current Host Chapters:

• 2016 – Phi Iota, Phoenix, AZ.

• 2017 – Zeta Nu, Portland, OR.

• 2018 – Rho Iota Iota, Long Beach, CA.

3. Nominations, Time and Place Subcommittee solicited nominations for the 12th

District elections to be held in Phoenix.

4. Bylaws and Recommendations Subcommittee published instructions for proposing amendments to the Constitution and Bylaws.





1. Rules Committee will continue conference call with IHQ Rules Chair for quarterly update

2. Receive the proposals for bylaws amendments from Chapters and Delegates by 3/5/2015.

3. Compile and submit proposals for bylaws amendments to the DKRS for distribution to the Chapters by 3/20/2016.

4. Submit final report of proposed amendments by 4/30/2016 for vote at the 71st Annual 12th District Meeting.

5. Nominations, Time, and Place subcommittee prepare slate of candidates for elective offices by 4/15/2016.

6. Receive final proposals for Chapters to host the 2019 DM by 4/18/2016.



1. Chapters and delegates must submit proposals for bylaws amendments by 3/5/2015.

2. Potential Host Chapters for 2019 District Meeting must submit final proposals by 4/18/2016.

3. Potential candidates for 12th District Offices must submit their formal statement and resume by 2/23/16.


Winter 2016 District Council Meeting, Hosted by: Zeta Nu ChapterFebruary 20, 2016

Social Action Committee Chairman – Keith Barnes

OFFICER/COMMITTEE GOALS

Goal #1: Introduce & Reorganize 12th District Social Action Committee.

Goal #2: Publish the Chapter of the Year (COTY) Information, Submission Guidelines & Criteria.

Goal #3: Establish Quarterly Report Summary for the 12th District.

Goal #4: Health Initiatives Sub-Committee Planning

Goal #5: Re-establish the NAACP and Political Action Sub-committeess.



Keith Barnes Social Action 707-235-4130 [email protected] Theta Pi

Shawn Jenkins Health Initiatives 209-484-1047 [email protected] Delta Iota Iota

Zephran Hamlin NAACP 213-369-6966 [email protected] Phi Beta Beta

Oscar J. Edwards Political Action 310.525.6425 [email protected] Lambda Omicron

Fall 2015 District Council Meeting, Hosted by: Phi Omicron Chapter October 17, 2015



1. Strategic Work Plan Creation and Submission

2. 12th District Health Initiatives Meetings has begun (S. Jenkins)

3. New NAACP Sub-committee Chair is Zephran Hamlin, Phi Beta Beta




1. Clear execution of Strategic Plan; focus Goal #1 – Introduce & Reorganize

2. Chapter of the Year Guidelines Published pursuant to Strategic Plan

3. Chapter level and Area wide social actions continue. No district level activity currently

identified


1. Identify Each Chapter Representative for Social Action NLT March 31, 2016

2. Subcommittee Meeting & Quarterly Call & Establish, Connect, Communicate Social

Actions w/ Dropbox February 28, 2016.


October 17, 2015Fall 2015 District Council Meeting, Hosted by: Phi Omicron Chapter

Chapter of the Year Update – MAJOR CHANGES due to Deadline Changes

From IHQ (SEE COMMENTS IN BOLD)

• Dates covering FY: November 1, 2014 through October 31, 2015.

• Accepting Electronic Submissions Only (Per IHQ Guidelines from

recent leadership conference).

• Same grading criteria as last year (No changes announced from

Leadership Conference)

• Grading criteria available in Social Action Dropbox Folder

Deadline for Chapter Book Submission: March 15, 2016.

• Grading will begin after March 16, 2016.

• WINNERS DUE TO IHQ APRIL 1, 2016.

• Grading Committee to be re-established (TBD).

• Scoring Sheets and criteria in Social Action Dropbox Folder.

Ways & Means Committee – Brother Raphael Irving (Chair)

Committee Proposed Goals

Goal #1: Work with the 12th District KF to manage the FY 2016 budget.

Goal #2: Keep 12th District Leadership aware of their budget balances.

Goal #3: Advise the DR of any potential budget overages.

Goal #4: Work with the DR and DKF to develop a Bottom Up Budget Model in the planning of the FY 2017 budget.

Goal #5: Assist the DKF in financial matters as needed.

Goal #6: Seek out and apply for Grants/Corporate Support for 12th District programs. Gather historical data from District programs for the grant application process.

Goal #7: Collect data from programs in the future. Evaluate cost and value of 12th

District Programs.




Bro. Raphael Irving Budget & Finance 310-213-9170 [email protected] Tau Tau

Bro. Donnell Foster Economic Development 916-384-8117 [email protected] Epsilon Xi



1. Worked with the DKF to review the Bottom Up Budget Model in preparation of soliciting feedback from the 12th District Leadership.

2. Worked with the FY 2015 DKF to update 12th District Leadership year-to-date travel budgets.

Ways & Means Committee – Brother Raphael Irving (Chair)



1. Continue to work with the DKF to manage the current FY 2016 Budget.

2. Continue to work with the DKF in the gathering of information needed to begin preparing a Proposed FY 2017 Budget.

3. Seek out viable grants and corporate sponsorships to underwrite the 12th District programs.

4. Build a process to collect historical and future data from programs served by the Grants.


1. Work with the DKF to send out a Budget Model by Monday, February 15, 2016.

2. Feedback from the 12th District Officers, Area Reps, and Committee Chairs by Monday, February 29, 2016.

Violence Prevention Committee --Dr. Joseph Marshall - Chair

February 20, 2016



Bro. Joseph Marshall 510-331-4512 [email protected] Pi Chi

COMMITTEE GOALS

Goal #1: By October 31, 2015, establish prevention membership committee membership with at

least one member from each of the five areas of the district and with at least one undergraduate.

Goal #2: By October 31, 2015, ensure that the 12th District Violence Prevention Program is in line

with, and meets the stated goals of, the International Violence Prevention Committee.

Goal #3: By October 31, 2015, the DR and every elected district officer will commit to making

violence prevention one of the top priorities of the 12th District.

Goal #4: By November 30, 2015, District leadership, committee chairs and violence committee view

presentation given by Dr. Walter Kimbrough, president of Dillard University, during last year's Grand

Conclave.

Goal #5: By November 30, 2015, District leadership, committee chairs and violence prevention

committee view presentation of “A New Day in the 12th.



1. Ensured that the 12th District Violence Prevention Program is in line with, and meets the stated goals of, the International Violence Prevention Committee.

2. Communicated to the DR the desire to send communication to every elected district officer the commitment to making violence prevention one of the top priorities of the 12th District.

3. IVPC conference calls, at least every month, sometimes more frequently.

4. Revamped Violence Prevention Committee's approach to reflect desire of the Supreme Council to emphasize fraternity education and community violence initiatives.

5. Continued to develop training modules on violence prevention for use at the Int’l., District and Chapter levels.

February 20, 2016

Violence Prevention – Brother Joseph Marshall


1. On the district level address goals outlined above under committee proposed goals.

2. On the national level continue to work with IVPC to secure consensus of Grand Basileus and Supreme Council on fraternity wide violence prevention plan.


February 20, 2016

Violence Prevention – Brother Joseph Marshall


1. Next challenge is to build upon current working relationships with district leadership and chapter brotherhood to accomplish the goals that have been outlined.

2. At the national level, the challenge is to achieve consensus on a fraternity-wide violence prevention plan.


Fatherhood and Mentoring - George D. Taylor, Ed.D..

COMMITTEE GOALS

Goal #1: By October 31, 2015, establish committee members - one Brother from each Area and at least

one Undergraduate Brother.

Goal #2: Effective October 1, 2015, to remain current and active at the International, District and Chapter

level in matters pertaining to Fatherhood and Mentoring.

Goal #3: Effective October 1, 2015, continue to assist each Chapter in planning and implementing at least

one Fatherhood Initiative/activity per quarter (beginning October of current year) that is designed to aid

fathers in becoming/remaining involved in the lives of their children and families by getting information out to

them, advising as needed, and gathering the information they provide following their events.

Goal #4: Effective October 1, 2015, continue to assist each Chapter in planning and implementing at least

one youth mentoring initiative/activity per quarter (beginning October of current year) designed to aid young

boys in understanding the principles of manhood, scholarship, perseverance and uplift and in becoming

productive citizens of their community.



George D. Taylor, Ed.D Committee Chair 626-616-3266 [email protected] Zeta Tau

Ken Douglas Barrow Southern Cal Area Rep 818.641.2396 [email protected] Psi Xi

Northern Cal Area Rep

Undergraduate Rep

Pacific Northwest Rep

E. Randy Bacon Mountain West Rep 702.203.4223 [email protected] Beta Mu Mu




1. Edited and published International Fatherhood and Mentoring Newsletter.

2. Invited to serve on 12th District “Think Tank” Committee.

3. Invited to serve on 12th District Conclave Ad Hoc Committee to Plan and Implement

80th Grand Conclave, Social Action Project.

4. Serve as Mentor w/Several SoCal Chapters and Omega Educational Foundation at

Marino Valley High School.

5. Continue to reach out to 12th District Chapters for articles for the International

Fatherhood and Mentoring Newsletter.


1. Continue to reach out to all 12th District Chapters for information regarding Fatherhood

and Mentoring activity.

2. Continue to get information out to Chapters, advise them as needed, and gather the

information they provide following their events.

3. Continue to report to the District on Chapter Activity related to Fatherhood and Mentoring

Activity.


Fatherhood and Mentoring - George D. Taylor, Ed.D.

Challenges/Mitigation Plans/Deadlines/Actions Required

1. Challenge – Finding the most suitable narrative to get Chapters more engaged in

telling their stories of involvement in Fatherhood and Mentoring. (We are doing the

work, however, we fall short when it comes to telling our story. Other organizations

are benefiting; for example, Alpha Phi Alpha Fraternity, Inc. is receiving $1 million

to continue their work with young men through their Go-To-High-School, Go-To-

College® national program the fraternity applied for through the United States

Department of Justice's Office of Juvenile Justice and Delinquency Prevention.

See: http://us2.campaign-archive2.com/?u=929c91d24460c5126fbae513b&id=e4f9fd7526

2. Mitigation Plans – Continue sending out information via DKRS regarding

opportunities.

3. Deadlines – Varied

4. Actions Required – Research and follow through.


Fatherhood and Mentoring - George D. Taylor, Ed.D.

http://us2.campaign-archive2.com/?u=929c91d24460c5126fbae513b&id=e4f9fd7526

Special Committee Reports


Investment Committee – Bro. Timothy Waters



OFFICER/COMMITTEE GOALS

Goal# 1: Through 10/31/16, manage the 12th District Investment Fund


Names Phone: Email Chapter

Timothy Waters 925-899-2143 [email protected] Sigma Iota

Loyd Bryant 623-694-1759 [email protected] Phi Iota

Franklin Harris 907-229-1577 [email protected] Gamma Alpha Alpha

Joe Outlaw 858-775-9203 [email protected] Phi Omicron

Sean Castleberry 424-224-0230 [email protected] Pi Chi

Tim McElroy 702-808-3128 [email protected] Kappa Xi



1. Reached out to two (2) additional Brothers to recruit onto the Investment Team.

2. Tracked monthly portfolio performance [highly volatile GLOBAL market].

3. Prepare and p resent current Investment Fund Position Report (performance and

asset allocation mix) as of January 31, 2016.



1. Secure at least two (2) additional Brothers who are investment/portfolio

management experienced and have interest in sharing such talents to the

Investment Committee.

2. Convene Investment Committee Team to assess asset fund performance and asset

mix with the expectation that we will make some adjustments to asset allocation

while maintaining our overall fundamental investment strategy.


1. None.




INVESTMENTJANUARY 31, 2016

$

JANUARY 31, 2016

%

Cash 22,778.66$ 19.8%

SCHWAB INVESTOR MONEY FUND 2,796.98$ 2.4%

LOOMIS SAYLES BOND FUND 7,571.41$ 6.6%

PIMCO HIGH YIELD FUND 8,410.21$ 7.3%

DREYFUS SMALL CAP STOCK FUND 14,100.54$ 12.2%

JANUS OVERSEAS FUND 2,148.72$ 1.9%

JANUS TRITON FUND 6,236.53$ 5.4%

LAZARD EMERGING MARKETS EQUITY FUND 5,396.28$ 4.7%

MATTHEWS ASIA DIVIDEND FUND 4,140.00$ 3.6%

SIT LARGE CAP GROWTH FUND 12,459.50$ 10.8%

VANGUARD TOTAL STOCK MARKET FUND 8,145.78$ 7.1%

VANGUARD WINDSOR II FUND 8,515.18$ 7.4%

WASATCH LARGE CAP VALUE FUND 9,398.91$ 8.2%

ISHARE IBOXXN INVESTMENT GRADE BOND 3,196.20$ 2.8%

TOTAL INVESTMENT 115,294.90$ 100%



OBSERVATIONS

1. Investment Fund moved with recent market downturn

2. Volatile Market!

3. No one fund accounts for more than 12.5% of total portfolio


DOW 6 Month Performance S&P 6 Month Performance

Emerging Leaders Institute (ELI)– Bro. Ed Young

COMMITTEE PROPOSED GOALS

Goal #1: To cultivate and develop new leaders within the 12th

District.

Goal #2: Increase program participant’s capacity to be more

effective leaders amongst the brotherhood and within their

community.

Goal #3: Build greater cohesiveness and collaboration amongst

new leaders within the 12 District, across areas/regions.

Goal #4: New leaders will further the mission for the Fraternity, the

12th District, Areas/Regions, Chapters, and within the communities

we serve.

Chairman Contact Information





1. December 12, 2015: Applications for the 2016 ELI Class were disseminated to the 12th District.

2. December 31, 2015: Final review of the 2015 ELI Class Group Project (Post-MSP Manual) was completed.

3. January 17, 2016: Applications for the 2016 ELI Class closed.

4. January 25, 2016: Acceptance letters for the 2016 ELI Fellows Program were sent to the successful applicants.

5. February 5, 2016: The kick off meeting for the 2016 ELI Class was conducted.





1. February 19-20, 2016, Winter Council Meeting (Mandatory Attendance) ELI Module #1 (In-Person Meeting)

2. March 24, 2016, ELI Webinar Module #2

3. April, 28, 2016, ELI Webinar Module #3

4. May 19-22, 2016, 71st 12th District Meeting (Mandatory Attendance) ELI Module #4 (In-Person Meeting)

October 17, 2015Fall 2015 District Council Meeting, Hosted by: Phi Omicron Chapter


1. Effectively disseminating information throughout the 12th District regarding the ELI Program by November 1, 2016.

2. Getting Area Representatives from every Region within the 12th District to encourage Chapters to participate in the 2016 ELI Program by November 1, 2016.

3. Dissemination of the ELI Program Course Description to all Chapters within the 12th District by November 1, 2016.

4. Encouraging qualified candidates to submit applications for the upcoming 2016 ELI Fellows Program by December 31, 2016.



Undergraduate Advisor – Brother Martin Boston Special Committee Chair

February 20, 2016

Standing Committee Contact Information

Names Committee Phone: Email Chapter

Brother Kwame Dow Membership 213-840-3578 [email protected] Tau Tau

Bro. Martin Boston Undergraduate Advisor 509-432-4198 [email protected] Phi Omicron

COMMITTEE GOALS

Goal #1: Develop Undergraduate Task Force (Finalize Charter & Roster)

Goal #2: Increase the Number of Undergraduates and Undergraduate Chapters in the District

Goal #3: Increase District Wide UG Leadership Communication, Planning, Reporting & Execution of Tasks

Goal #4: Develop, Improve and Revise for Efficiency UG Databases, Documents, and Guidelines

Goal #5: Improve Transition Rates for Undergraduates to Graduate Chapters





1. Began Drafting Undergraduate (UG) Task Force Charter & Roster (See Next Slide).

2. Completed UG Advisor Training Conference Calls and Advisor Trainings at International UG Summit (IUGS).

1. 13 Brothers Trained via Conference Call, 5 via IUGS.

3. Completed District Undergraduate (During Fall Council Meeting, San Diego) and International Undergraduate Summits (ATL).

1. 25 UG Brothers Attended 12th District UGS with the 2nd Vice Grand Basileus.

2. 21 (18 registered) UG Brothers Attended IUGS.

4. Collected Chapter UG GPA Verification Forms, Calendars and Contact Forms GPA:

1. GPA: 7 Collected (AM, E Xi, XiGG, LO, Phi L, Phi O, XAA).

2. Contact: 6 Collected (AM, AT, L, XiGG, E Xi, XAA).

February 20, 2016

Undergraduate Advisor – Brother Martin Boston


February 20, 2016



1. Due Date: All by Mid April in Preparation for District Meeting

2. Challenges: Keeping the Brothers Motivated on Completing Tasks Efficiently and Punctually


1. Finalize UG Task Force Charter & Roster

2. Create Chapter Advisor Manual (As well as UG Specific Documents for Basileus Manual)

3. Finalize UG Initiatives and Events for District Meeting (i.e. Exit Interview Form, UG Luncheon & Community Engagement)

4. Distribute Suggestions for Best UG Practices to the 12th District (See Last Slide)


Undergraduate Task ForceΩ Task Force Structure

The day to day operations of the task force will be led by the District Undergraduate Advisor and 2nd Vice

District Representative. Also on this task force will be all area representatives and undergraduate area

representatives in the district. In addition to these brothers, there will be 3-5 brothers from each area of the

district, including at least one undergraduate from each area, appointed to this task force. The District

Undergraduate Advisor and 2nd Vice District Representative will develop this roster and send it to the

District Representative for his approval.

Ω Task Force Objectives

The 12th District UTF will work in partnership with local graduate and undergraduate chapters to achieve

its stated goal by:

Aiding in the coordination efforts to (re)establish undergraduate chapters. Including, but not limited to

serving as a liaison to campuses on behalf of the District;

Working collaboratively with all graduate and undergraduate chapters in the facilitation of MSP;

Providing MSP procedural guidance to chapters in the throughout the 12th District;

Supporting various local MSP designated activities ;

Supporting post initiation training and mentoring of undergraduates;


Undergraduate Task Force (continued)

Ω Task Force Objectives (Continued)

Increasing district wide undergraduate leadership communication, planning, reporting and execution of

tasks;

Developing, improving and revising for efficiency undergraduate databases, documents and guidelines;

Ensuring that ALL undergraduates are academically successful and smoothly transition into active

graduate members in Omega;

Collecting, analyzing and disseminating information and recommendations to the 12th District

brotherhood as it relates to the state of our undergraduates.


Suggestions to Help Transition Undergraduate Brothers to Graduate Chapters

1. UG Participation on All Standing Committees (Already led by Bro. Martinez). Even in Grad Chapters, if possible.

2. Create 2nd Vice Basileus Position for Graduate Chapters With Undergraduate Members (With a Budget).

3. 2-year Local Dues Abstention for UG Brothers Transitioning to Graduate Chapters.

1. If Abstention is Impossible for Two Years Consider 1 Year Abstained, 2nd Year 50%-75% Reduction or 2 Year 50%-75% Reduction of Local Dues.

4. Recruit Graduating UG Brothers to Your Graduate Chapter (i.e. Use Exit Interview Form Database, Recruit at DM events; UG Luncheon, Founders Banquet & Community Engagement).

5. Choose Advisors Wisely.

1. Diligent, Efficient, Hardworking & High Character Brothers Who Think of Themselves as “Big Brothers” Rather than “Fathers.” Make Sure Graduate Brothers and Chapters are Well Represented by the Brother who has the Most Contact With Your Undergraduates.

NOTE: Undergraduate Advisors Should First be Suggested by Undergraduates, Agreed Upon by Advising Graduate Chapter, and Then This Suggestion Should be Sent to The DR or his Designee for Formal Approval/ Appointment. (As Agreed Upon at 2008 Grand Conclave, IUGA Manual).
