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Strategic Plan2012-2017

1 October 2012

1. Purpose and Scope:

a. Purpose: To provide a road map to lead the Hampton-Newport News (H-NN) (VA) Alumni Chapter of Kappa Alpha Psi Fraternity, Incorporated [herein after referred to as the Chapter] from where it is now, to where it desires to be in the next five years; how the chapter will get there and how it will determine if goals and objectives are achieved.

b. Scope: This strategic plan:

(1) Establishes realistic and measurable goals and objectives that provide guidance, focus and priorities for decision making for allocation of chapter efforts and resources consistent with the chapter’s mission and capacity for implementation. (2) Communicates those goals and objectives to the chapter’s membership. (3) Establishes a bridge between chapter objectives and the objectives of the Grand Chapter of Kappa Alpha Psi, Inc. as well as incorporates the mandates of the Eastern Province of Kappa Alpha Psi Fraternity, Inc. (4) Serves as a flexible guide for the near and long term implementation of chapter programs and activities; integrates and builds continuity between chapter programs and the Achievement Foundation supported programs and activities; and provides evaluation and measurement criteria as to how to measure the effectiveness of these programs in order that adjustments can be made when and where necessary. (5) Reflects the desires and needs of the chapter's membership and outlines efficient and effective ways and means for meeting these desires and needs. (6) Reflects community service commitments and supports the charitable efforts of the H-NN Kappa Alpha Psi Achievement Foundation and its community.

c. Linkage: This strategic plan is linked to Kappa Alpha Psi Fraternity, Inc. five (5) core objectives for its members and the organization as a whole.

(1) To unite college men of culture, patriotism and honor in the bond of Fraternity.(2) To encourage honorable achievement in every field of human endeavor.(3) To promote the spiritual, social, intellectual and moral welfare of members.(4) To assist the aims and purposes of colleges and universities.(5) To inspire to service in the public interest

2. Organization: The Chapter: The fundamental purpose of the chapter is Achievement. The Chapter

was chartered as an alumni chapter by the Grand Chapter of Kappa Alpha Psi, Fraternity, Inc on August 4, 1945. Geographic domain of the Chapter includes: Hampton, Newport News, Williamsburg, Yorktown, James City County, Poquoson and Gloucester. Chapter membership is not limited to Brothers from these areas. The Chapter’s mailing address is: The Hampton-Newport News Alumni Chapter, Kappa Alpha Psi Fraternity, Inc., P.O. Box 8135, Hampton, Virginia 23666.

The Foundation: The charitable arm of the Chapter is the H-NN Kappa Alpha Psi Alumni Chapter Achievement Foundation. The Hampton-Newport News Kappa Alpha Psi Achievement Foundation mailing address is: P.O. Box 7487, Hampton, VA 23666-0487.

The website for the Chapter and the Achievement Foundation is http://www.h-nn-kapsi.org/.

3. Vision statement: Achieve excellence, worthy of emulation, in every chapter endeavor. Chapter excellence will be achieved and maintained by accomplishing the 7Ks: Kommitment, Kharacter, Kooperation, Konsistency, Kommunication, Konfidence, and Karing remains the focus of what we do with the addition of making the best unknown chapter in Kappa Alpha Psi the best known chapter and to provide a basis and continuity for the next leadership team.

4. Organization Values: Achievement, commitment, character, cooperation, consistency, communication, confidence, caring brotherhood, integrity, service, responsibility, ambition, individuality, equality, respect, dedication, diversity (respective to younger and older brothers), loyalty, credibility, honesty, initiative, innovativeness, teamwork, excellence, accountability, empowerment, quality, efficiency, dignity, stewardship, empathy, courage, wisdom, challenge, influence, learning, discipline, generosity, persistency, optimism, dependability, and flexibility.

5. Mission Statement: The Chapter will support communities within the Chapter’s geographic domain through the Achievement Foundation; sponsor a Guide Right Program that focuses on preparing young men for leadership roles by exposing them to positive educational, civic, recreational and social teambuilding opportunities in community settings; foster and encourage achievement of its members through every field of human endeavor.

6. Supporting Goals and Objectives and Measurements of Success:

a. The H-NN Chapter of Kappa Alpha Psi, Inc. goals and objectives will support but will not be limited to the Fraternity’s Core Objectives described in 1c above, International Headquarters and Eastern Province objectives/directives at Appendix A and B respectively.

b. Measurement of Success: This section follows each objective and will indicate the committee listed at Appendix D that is responsible for this level of effort to achieve success. This level of effort compliments and further defines the duties and responsibilities outlined for each committee as reflected in the chapter bylaws that will be issued under separate

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cover. The chapter’s Long Range Planning Committee will conduct two assessments a year, a mid-term and an end-of-year assessment. These assessment reports will measure success in terms green, amber or red. Green = met objectives), amber = did not meet but progressing toward meeting objectives, and red = did not meet objectives and no progress toward meeting objectives.

Note: See Appendix (D) for individual committee reports detailing their level of effort on how they plan to accomplish the goals and objectives for the current operating year.

c. Goal #1: Sustain a Fraternal infrastructure that will support a large chapter status. (Large Chapter = 70 plus active Brothers). Intent of this goal is to attract brothers that have the desire and skills to strengthen the chapter and Kappa Alpha Psi. This goal supports Fraternity Core Objective 1.

(1) Objective 1:

(a) Track gains and losses in appropriate areas necessary to provide visibility and take appropriate actions to sustain the chapter’s large chapter status (approximately 125 brothers) to meet Eastern Province and Grand Chapter goals and objectives. This balance will consider the right mix of younger and older brothers necessary to ensure chapter viability in the long term. Tracking gains and losses will be the responsibility of the Long Range Planning Committee supported by the Keeper of Records and Exchequer. Tracking will begin with figures as of June 2009.

*Deployed: Denotes those members deployed but still active with the chapter.

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Focus of growth/sustainment efforts will be in the areas listed in (1.1) below with emphasis on areas listed in (1.2) below.

(1.1) Objective growth/sustainment goals:

- New brothers via Membership Intake (3)- Reclaimed brothers: A brother that has not been financially active in any

alumni chapter for two or more years –not to include Senior and 50 year old brothers (9)

- Senior and 50 yr. old brothers (1)- Others: New brothers to the chapter that do not fit in the above categories,

i.e. transitioning from undergraduate chapters and brothers moving into the area (3)

(1.2) While chapter growth is important, the quality or health of the chapter is equally or more important. The chapter needs to have various activities (bonding) that make Brothers want to become more involved and provide the physical support needed to sustain chapter programs. This process will allow brothers to take ownership of chapter activities/programs and promote bonding and closeness and familial spirit. A strong chapter is a direct result of solid sustainment programs that encourage brothers to get involved, thus, creating environments conducive to developing strong social bonds. Both retention and reclamation will be key focused areas, and, when and where needed, MOIP.

(b) Measurement of Success: Maintain accurate growth figures for gains and losses for each year by categories as identified in the above growth matrix. Based on gains /loss figures as of June 30 of each year and the level of interest shown by prospective intake candidates, the MOIP committee chairman will make a recommendation at each annual retreat as to whether the chapter should conduct intake for the upcoming operating year. Reclamation Committee will determine and Eastern Province reclamation goals/requirements levied on the chapter and develop a strategy/plan to meet Province’s reclamation goals/requirements.

(2) Objective 2:

(a) Increase chapter members’ support to and/or participation in chapter activities (i.e., social events, fundraisers, fraternity sponsored civic and social events) to include 60% of the active membership. To accomplish this, the committee must develop methods to determine level of participation. (Development and Programs Committee)

(b) Measurement of Success: Achieve 60% chapter support to and/or participation in chapter activities. This calculation may be through acts such as member’s support through sale of tickets, getting sponsorship or actual attendance to the event.

(3) Objective 3:

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(a) Encourage qualified and worthy brothers to seek elective and appointed offices, commissions and positions of greater responsibility in the local community, Fraternity, state and nation. (Polemarch, 1st & 2nd Vice Polemarchs, Chapter Mentors)

(b) Measurement of Success: Assess upward mobility of individual members in the Chapter, Fraternity, community and in their respective professions. Assess progress of Membership Development program as to its impact on Brothers’ upward mobility.

(4) Objective 4:

(a) Continue to recognize chapter members who make significant achievements and contributions in every field of human endeavor through chapter and fraternity awards as well as through local and International Headquarters media. (Achievements and Awards Committee)

(b) Measurement of Success: Ensure all Chapter Brothers are knowledgeable of award criteria. As a minimum, conduct one event annually where deserving brothers are recognized. Ensure chapter award submissions for Province and National level awards meet established timelines.

(5) Objective 5:

(a) Conduct activities which fosters greater social interaction between Brothers and provides a sense of Brotherhood: (Fellowship has lead for items #1-3 supported by Development & Programs Committee, and Membership Services and Members Benefits Committees has lead for items #4-5.)

(b) Measurement of Success: (1) External: Support at least one external social activity (i.e. joint event). Internal: (2) Sponsor at least one internal activity for new and reclaimed Brothers (i.e. cookout or tailgate focusing on new and reclaimed Brothers); (3) conduct at least one road trip where brothers and/or spouses/significant others can socialize; (4) send birthday cards to Brothers for their birthday, and (5) continue budgeting for the $50 savings bond for any brother who has a new baby during the current operating year.

(6) Objective 6:

(a) Enhance Senior Kappa and 50 yr. Brothers Program by encouraging Senior Kappa participation in chapter programs. Conduct special activities to keep Senior Kappa’s informed on chapter events, especially those unable to attend chapter meeting, and make special arrangements to afford them the opportunity (i.e. transportation, telecom, VTC) to attend/receive chapter and committee meeting information. Recognize Senior Kappa’s for their continued commitment to service. (Senior & 50 yr Brothers Committee supported by Exchequer) (b) Measurement of Success: Reclaim or gain through progression at least (1) Senior or 50yr. brother per year; conduct or take advantage of an appropriate forum to recognize 50yr. brothers annually. Ensure at least one 50 yr. Brother is on each committee.

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Establish and maintain a viable transportation plan to get senior Kappa’s, that desire to attend meetings but are unable to on their own or develop a method by which Senior Kappas can view or hear the conduct of monthly meetings.

(8) Objective 7:

(a)Establish and implement a plan to track Hampton University (HU) and William and Mary (W&M) Chapters brothers staying in the area and encourage them to matriculate to alumni chapters, specifically, the H-NN Alumni Chapter of Kappa Alpha Psi Fraternity, Inc. (Collegiate Chapters Advisory Committee supported by Reclamation).

(b) Measurement of Success: During years where HU and W&M Chapters has brothers graduating and those brothers remain in the area, encourage those brothers to join alumni chapters but work to, as a minimum, to attract at least one (1) member from each chapter to join the H-NN Alumni Chapter of Kappa Alpha Psi Fraternity, Inc.

(9) Objective 8:

(a) Ensure widows of Brothers receive correspondence on activities commensurate with their status. Further, ensure that widows of Brothers are recognition at Kappa events when appropriate. (Membership Services-Lead) (Chaplain-support).

(b) Measurement of Success: Identify and maintain a list of all widows of deceased Brothers to include addresses. Ensure list is current at all times and ensure correspondence is sent prior to the occasion in question. Responsible for inviting widows to appropriate Kappa functions. When appropriate, responsible for ensuring a house call is made, to include arrangement for repast (must budget for the repasts), to a widow upon the transition of a brother to the Chapter Invisible.

(10) Objective 9:

(a) Coordinate chapter level visits to Brothers in the Hampton Veterans Hospital (Membership Services Committee)

(b) Measurement of Success: Develop a plan to that will allow the chapter to become aware when a Brother is admitted to the Hampton Veterans Hospital. The plan should also address provisions for visiting any Brothers in the Hampton Veterans Hospital at least once visit per year.

(11) Objective 10:

(a) Coordinate for repast, delivery, and setup serving line and arrange for cleanup for each monthly repast. When appropriate, provide meals for chapter planning events such as retreats (Hospitality Committee)

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(b) Measurement of Success: Timely planning for and execution of repast to include set up, serving of the meal and clean up for each monthly meeting, annual retreat, and other chapter sponsored activities as designated by the BOD.

(12) Objective 11:

(a) Incorporate Leadership and Mentorship into the Membership Development Program to prepare new and existing Brothers for positions of increased responsibility internal and external to the H-NN Chapter. (The Membership Development Program Committee has lead supported by the Polemarch, 1st & 2nd Vice Polemarchs).

(b) Measurement of Success: Finalize Membership Development Program Document NLT Nov 2011. Document should identify formal procedures for implementing Leadership Training and the Mentorship process into the Program, although the execution of these processes may through informal means. Conduct, as a minimum, one (1) training activity quarterly.

(13) Objective 12:

(a) Expand current chapter programs and activities within the chapter’s geographic domain with specific focus on the Denbigh and Williamsburg area. (Outreach Committee).

(b) Measurement of Success: Expansion initiatives must be in line with and support current chapter programs and should be integrated into standing committee’s programs and associated budget lines as soon as possible. All new initiatives will be presented at the annual retreat, and when needed, periodic progress reports will be provided to the BOD and brothers at the appropriate chapter meeting.

d. Goal #2: Ensure full commitment to the Guide Right Program Kappa Cardinals Sports Programs. Supports Fraternity Core Objective 1. Objective:

(a) Continue current Guide Right and Kappa sports programs to develop and promote the cultural, social, and academic education of young men (build whole person characteristics). Continue to work with the H-NN Alumni Chapter and the Achievement Foundation to ensure these programs are adequately supported and funded. (Guide Right Program Committee supported by the Achievement Foundation)

(b) Measurement of Success: Guide Right and sports programs continue to attract and develop young males of varying ages in the chapter’s operational domain. Ten percent of these young men continue to contribute positively to the community and go on to further their education.

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e. Goal #3: Become a role model for other Greek lettered and social organizations regionally and the Grand Chapter of Kappa Alpha Psi, Fraternity, Inc. Supports Fraternity Core Objective 3,4,5.

(1) Objective 1:

(a) Keep chapter members informed. (Public Relations Committee) (b) Measurement of Success: Publish Chapter Newsletter quarterly, and brochure, article/picture submitted for inclusion in each issue of the Kappa Alpha Psi journal. Keep chapter website current, Quarterly distribution of an electronic copy of the updated membership roster and social roster semi-annually. (2) Objective 2:

(a) Maintain the working relationship with the Hampton - Newport News Silhouettes in support of Chapter Programs and activities. (Silhouette Liaison Officer)

(b) Measurement of Success: Liaison Officer will coordinate with Silhouettes at least monthly and keep the chapter BOD and membership informed on those topics of common interest.

(3) Objective 3: (a) Continue partnerships with the community and other fraternities and sororities to sponsor spiritual, social, intellectual activities for our members (i.e. conduct of educational, economic, cultural, and political forums or programs). (Social Actions Committee-Lead), (Public Relations, Pan-Hellenic Representative, Chaplain-and Outreach Committees support).

(b) Measurement of Success: Obtain a copy of the Pan-Hellenic calendar prior to Chapter Retreat. Review calendar at retreat. Conduct a chapter sponsored church visit semi-annually. (4) Objective 4:

(a) Inform communities within the chapter’s geographic domain on chapter scheduled activities and events and achievements(external) as well as maintain visibility of and inform brothers on chapter community service projects(internal) (i.e. chapter news letter, Daily Press & other local media) (Public Relations Committee)

(b) Measurement of Success: Publish at least one Guide Right article per season per major sporting event (i.e. basketball, football and baseball). This seasonal publication requirement may consist of submitting articles to the local news papers or the Kappa Alpha Psi Journal. If either of the articles is provided to the Kappa Alpha Psi Journal, this submission

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will suffice for the Journal quarterly submission requirement. Note: Submission of seasonal sporting event articles to local media will not suffice for the quarterly submission to the Kappa Alpha Psi Journal. Ensure the newsletter gets disseminated throughout the chapter’s geographical domain. Ensure the H-NN website is current and relevant.

f. Goal #4: Provide a facility that will support operations for the H-NN Alumni Chapter of Kappa Alpha Psi. Key operation functions include, but not limited to, chapter monthly meetings, committee, program and Board of Directors meetings, Guide Right Program activities, and when requested, the Annual Planning Retreat. Supports Fraternity Core Objective 1 & 2. Objective:

(1) Ensure a facility is available on a near term basis (3-5 years) and long term (5-10 years) to support chapter operations for the activities identified in the goal above. (Housing Committee - Lead) (Guide Right Program Committee -support)

(2) Measurement of Success: The Housing Committee maintains visibility on decisions made by the Boys and Girls Club and Hampton City recreation decisions that affect the H-NN Alumni Chapter’s use of current facilities. Further, the Housing Committee has a short term and long term plan that will support chapter operations and secure chapter archives in the event that the Boys and Girls Club facility is no longer available to the H_NN Alumni chapter. .

g. Goal #5: When and where feasible, provide financial support to the H-NN Alumni Chapter of Kappa Alpha Psi Achievement Foundation to assist the Foundation in executiong its community service programs. . Supports Fraternity Core Objective 1, 2 & 4.. Objective 1:

(1) When and where feasible, provide support to the efforts of the Achievement Foundation through financial contributions and voluntary assistance to support various fund raising activities. (Special Committee appointed and led by the Vice Polemarch).

(2) Measurement of Success: The H-NN Chapter will consider Foundation request for support only when the Foundation has exhausted its ability to execute its community service program within the scope of its charter. Any request for support will be formally made at the Chapter Annual Retreat. Upon approval of the Foundation’s request for financial support, the H-NN Chapter will incorporate approved funding level into its fundraising programs. Upon receipt of funding, the Foundation will provide, as a minimum, quarterly updates to the Chapter BOD meetings and when requested, at the Chapter’s monthly meetings.

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h. Goal #6: Establish/support, and publicize community and other organization's health awareness, political, educational and social programs. Supports National Objective 5 and Kappa’s Commitment #5

(1) Objective 1:

(a) Ensure Prostate Cancer Awareness through partnerships with local American Cancer Society, local hospitals, medical centers and doctors. (Social Actions Committee). (b) Measurement of Success: Sponsor or co-sponsor at least one Prostate Cancer Awareness event annually. (2) Objective 2:

(a) When appropriate, conduct voter registration and “Get Out and Vote” Campaign, These activities may be conducted in conjunction with other local political organizations . (Social Actions Committee).

(b) Measurement of Success: Sponsor or co-sponsor at least one “get out to vote” event during each local in the chapter’s geographic area.

(3) Objective 3: (a) Conduct a blood drive geared toward members of the Hampton Roads community. This activity/event may be conducted in conjunction with the Pan Hellenic Council, American Red Cross or another organization. (Social Actions Committee).

(b) Measurement of Success: Sponsor or co-sponsor at least one Blood Drive annually

(4) Objective 4:

(a) Provide assistance to needy families in the chapter’s geographic area. (Social Actions Committee).

(b) Measurement of Success: Conduct at least one family assistance effort annually (i.e. Thanksgiving or Christmas Basket Program).

(5) Objective 5:

(a) Sponsor/co-sponsor political forums with other community organizations to inform members on key issues involving state and national elections. (Social Actions Committee).

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(b) Measurement of Success: Sponsor or co-sponsor at least one Political Forum annually during an election within the chapter’s geographic area.

(6) Objective 6:

(a) Assist Province and Grand Chapter in meeting its Fund Raising goals. (Exchequer supported by Development & Programs Committee from a fund raising perspective).

(b) Measurement of Success: Ensure the chapter meet or exceed Grand Chapter and Province goals set for support to designated programs. Note: These fund raising programs should be identified prior to or during the chapter’s annual retreat. Funding of these programs should be included as part of the chapter’s annual budget.

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APPENDIX A

FRATERNITY CORE OBJECTIVES

1. To unite college men of culture, patriotism and honor in the bond of Fraternity

2. To encourage honorable achievement in every field of human endeavor

3. To promote the spiritual, social, intellectual and moral welfare of members

4. To assist the aims and purposes of colleges and universities

5. To inspire to service in the public interest

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APPENDIX B-1

The Fraternity

The following are excerpts taken from the the Grand Polemarch’s message that should help to shape our chapter’s way forward

The theme: “100 Years and Building: The Journey Continues.”

- It is our time, as One KAPPA, to reexamine the bridges that have brought us to this

place.

- It’s our time to make sure that each bridge is sound enough to carry the traffic that

will be coming in our second century.

- It’s our time to recognize where we are in the mainstream of America, and what we

need to do move more intimately into the decision making of our nation and the

world.

- It is our time to determine what the next step is in the building process.

o How will we grow our Kappa brand?

o How will we discharge our fiscal strategies to continue to increase our

solvency?

o How will we increase our relationships with Corporate America?

o Who should we add to our list of organization partners?

o What should we do to make sure that our infrastructure fits our policies and

programs?

o What are the desires of the brothers for the future of our International

Headquarters, short and long term?

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APPENDIX B-2

The Eastern ProvinceObjectives2012-2013

TBD

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APPENDIX C:

Hampton-Newport News (VA) Alumni ChapterKappa Alpha Psi Fraternity, Inc.

P.O. Box 8135Hampton, Virginia 23666

May 20, 2012

Dear Brothers,

The following is my Vision and Objectives for Fraternity year 2012-2013

My vision for the Hampton Newport News (VA) Alumni Chapter has been and continues to be a large chapter with small chapter bond but with large chapter activities and procedures. The vision for the last four years has coincided with the past Grand Polemarchs’ theme, One Kappa: Creating Inspiration, a Call to Service. In light of a new Grand Polemarch elected at the 100th Conclave, my vision and goals will change slightly to accommodate new guidance from our current Grand Polemarch. “100 Years and Building: The Journey Continues”.

I want us to focus our efforts on the following:

Promote health awareness in our communities as well as in our chapter. Social Actions has lead. All others support.

Improve our attendance at Grand, Provincial and other local chapter meetings/events to share and receive new ideas and processes. All.

Encourage our collegiate brothers to come to our meetings and us theirs. All Continue to foster strong, respectful relationships with our collegiate brothers, providing

support where needed, seeking ways to combine our efforts, and setting the Kappa example. Undergraduate Advisory, PDC, Social Actions, All.

Continue to improve our chapter standard operating procedures (SOPs) for reports, correspondence, and other business practices and seek the same from our Province. LRPC and Committee Chairs

Expand our community service activities to the Denbigh and Williamsburg communities to include exploring Ft Eustis activities - Contribute donations commensurate of large chapters to the Kappa Foundation, Piney Woods and other charities. Outreach Committee , PDC & Finance, Public Relations

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Improve our Public Relations and Awards Recognition Programs to include impact awards throughout the year and compete for the Large Chapter of the Year. Achievement & Awards, Polemarch/Vice Polemarch

Continue to make Casino Night the premier summer event for Hampton Roads and capitalize/explore other creative fundraising opportunities. Program and Development Committee, All.

Support our award winning Guide Right Program and the Hampton-Newport News Kappa Alpha Psi Achievement Foundation with a minimum donation of 25 dollars. Assist the foundation in gaining Corporate Sponsorships. Communications and Publications, Achievement Foundation, All.

Additionally I would like to see 100 percent of our members dedicate time or money to our Guide Right or Athletic Programs. Eight hours. All

Foster a smooth and deliberate transition to the next Chapter Leadership. All

Brothers thanks for another great year in 2011-2012; I know we will take it to the next level in the coming fraternal year as we celebrate our first Conclave of the next 100 years. I look forward to seeing all of you at our Planning Retreat. If you have ideas or programs you would like to see our Chapter engage in, I trust that you have brought it to the attention of the appropriate committee chair so that it is evaluated for inclusion in their program briefed at our retreat. On behalf of all the officers of the Hampton-Newport News (VA) Alumni Chapter, thank you for your support. The journey continues…

Clifford McMillanClifford McMillanPolemarchHampton-Newport News (VA) Alumni Chapter

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APPENDIX D:

OFFICES, PROGRAMS, COMMITTEES and LNOs with Planning and Budgeting Responsibilities for 2012-2013

-D-1 Development & Programs: (Darryl Robinson)

-D-2 Membership Development and Intake, and Orientation Program: (Eric Hairston)

-D-3 Guide Right: (Arthur Price)

-D-4. Social Actions: (Keith Johnson/Bob Ayers)

-D-5. Historian / Reporter: (Stephen Penn)

-D-6. Undergraduate Chapter Advisors:

- D-6a: Beta Chi: (Gary Hunter)

- D-6b: XI Theta: (Van Jones)

-D-7. Finance: (Gerald Bell)

-D-8. Long Range Planning (Strategic Plan): (Chuck Holden/Al Knight)

-D-9. Member Services and Benefits: (Norris Lamb)

-D-10 Public Relations: (Rick Watson)

-D-11 Achievement and Awards: (Curt Johnson/Reggie Bowens)

-D-12 Internal Audit Committee (Aaron Giles)

-D-13 Senior & 50 yr Brothers: (Ike Jones)

-D-14 Silhouette LNO: (Bill Pinckney)

-D-15 Housing: (Clarence Bazemore/Steve Morgan)

-D-16 Membership Development: (Reginald Stanley/Miles Davis)

-D-17 Bylaws: (Roland Thompson)

-D-18 Hospitality: (James Swann)

-D-19 Nomination: Appointed by Polemarch for elections

-D-20 Reclamation: (Ken Romney)

-D-21 Fellowship Committee: (Chuck Boaz)

-D-22 Pan-Hellenic Council LNO (Keith Davis)

-D-23 Outreach Committee: (Tony Garner)

-D-24 Achievement Foundation-Draft Budget: Roland White (Information purposes only)

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D-1

Program and Development Committee 2012-2013

Committee Chairman: Brother D. RobinsonDeputy Committee Chairman: Brother Aaron GilesCommittee Members: Brothers: Gerald Bell, Chuck Boaz, Reggie Bowens, Aaron Giles, Chuck Holden, Michael Marble-Howard, Dave Johnson, Eugene Johnson, Joseph Mingo, Polemarch Clifford McMillan, Ross Snow, Reggie Stanley, Marquis Norton, Rickey Williams, New Additions Victor Moody, Rodney Hawkins, Kelcy McDonald, Brian Mouton, Rian Everette and Tyrell Grant.

Purpose : Provide information concerning accomplishments for FY 11-12 and the development plan for 2012-2013.

Committee Functions: This committee is responsible for development, planning and execution of Chapter fund raising events and activities. It develops and plans Chapter activities such as Chapter retreat, and Chapter social events

Committee Objectives:

- Provided planning, coordination and development of fundraising and social programs to generate financial support from donors (individuals, churches, businesses, organizations and the chapter).

- Met the fundraising requirements as established by the Chapter to support our Guide Right, Food baskets (Thanksgiving and Christmas), Social Action Committee, Scholarships, Tutoring programs and Athletic Association.

- Provide social activities to enhance the Bonding and Fellowship of the chapter- Raised $19, 233.00 during FY 2011-2012. Goal: $18,500.00-

Current Year 2011-2012 Accomplishments : - Thanksgiving Jam (Les Hommes): Date: 25 Nov 11-Cost: $1,905.00 - Profit: $840.00- Holiday Raffle Tickets Fundraiser: Holiday Raffle sells was conducted over a 2

month period. The drawing included three cash prizes and the drawing was conducted on 18 Dec 10. The winners were telephonically notified and checks were presented to each winner on 23 Dec. Cost: $1,313.00 Profit: $1,171.00

- Ladies in Red Social; Date: 3 Feb 12 - Cost: $ 2,070.00 Profit: $ 232.00 (poor support by the chapter)

- Spring Jam; Date: 6 Apr 12 – Cost: $1,698.00 Profit: $1,327.00 - Kasino Night: Date: 2 Jun 12 - Cost $24,264.88 Profit: $9,172.12 (will continue to

negotiate cost reduction with Embassy Suites)- Day Party: Date: 23 Jun 12 – Cost $ 5,323.88 Profit: $531.15 (Chapter not totally

committed with selling tickets). This is a great event need more Chapter support!- Event(s) Profits for FY 2011-2012 = $19,322.89

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Polemarch Guidance 2011-2012: Continue to foster strong, respectful relationships with our collegiate brothers, providing support where needed, seeking ways to combine our efforts, and setting the Kappa example. The Events & Special Activities (Valentine Day Social, Kappa Week, and Black & White Awards’ Reception. These activities are not fundraisers, but events to acknowledge support from our special ladies, community, and scholarship winners) are:

- Super Bowl Party (assessment event) – Date: 5 Feb 2012, Cost: $540 Profit $75.77 (comp suite from Embassy Suites)

- Valentine Day Social (assessment event) - Date: 11 Feb 12 - Cost: $4,200.00 Loss ($ 275.15). Poor support from Chapter and we need to relook at cost. This was the second year in a row we suffered a lost. This maybe an event we fund from fundraising events and or year end funds?

- Polemarch Night Out: Date: Thursday; 9 August 2012 Location: TBD Time: 7:00 – 9:00 pm cost: Pay as you go!

FY 12-13 Objectives: Contributing donations commensurate of the large chapter to the Kappa Alpha Psi Achievement Foundation and make our “Kasino Night” and Day Party one of the largest event of the summer goals:

- Increasing our corporate sponsorship - Raise $18,000.00 this fraternal year.- Increase Corporate sponsorships- Support Chapter’s funding activities (Scholarships, Athletic Association, Tutoring

Program, Guide Right, and Holidays’ Baskets) - Look for new venue locations for Jams’ events.- Improve events’ ticket sells- Improve fellowship- Enhance the Chapters social footprint (Southside & Williamsburg) in the community- Conduct two raffles drawings during the year; Holiday Raffle and Day Party Raffle

Projected Activities for FY 12-13 : Planning for Four Jams and Three Parties (Thanksgiving, Ladies In Red, and Spring), MEAC Day Party, Kasino Night and Jazz Festival Day Party events.

- Thanksgiving Jam: BYOB, Food and DJ – (Ticket cost: $15 per ticket) Lead: Brothers Victor Moody and Rodney Hawkins, Date: 24 Nov 12 , Location: 9pm – 1am at the Les Sommes Social Club. Cost: $1,890.00 Profit: $1,000.00 (cost based on last year’s numbers) .

- Holiday Raffle : Drawing conducted in conjunction with Thanksgiving Jam 24 Nov 12 Cost: $1,400.00 Profit: $2,000.00.

- Ladies in Red Jam (Virginia Founders Day): Beverages, Food and DJ – (Projected $25 per ticket) Lead: Brother D. Robinson and Tyrell Grant, Date: 25 Jan 13, Location: Embassy Suites and Convention Cost: TBD Profit: TBD

- Black Out Party (Virginia Founders Day): Beverages, Food and DJ – (Projected $25 per ticket) Lead: Brother Ross Snow and Rian Everette, Date: 26 Jan 13, Location: Embassy Suites and Convention Cost: TBD Profit: TBD

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- Spring Jam: Beverages, Food and DJ – (Projected $15 per ticket) Lead: Brothers R. Williams and J. Mingo, Date: 5 Apr 13 Location: TBD 9pm – 1am Cost: 1,700.00 Profit: $1,200.00

- Kasino Night : Games, Food, Prizes, and DJ – (Ticket price $50.00), Lead: Brother G. Bell and Brother D. Robinson ,Date: 1 Jun 13 Location: Embassy Suite & HR Convention Center (date reserved) Cost $24,500.00 Profit: $15,000.00 (projection).

- Kappa Day Party : (Projected $20 per ticket). Lead: Brother D. Robinson and Brother C. Holden Date: 22 Jun 13 Location: Hampton Roads Convention Center 12:00pm – 6:00pm Reserved with Embassy Suites and HR Convention Ctr. Cost: $5,000.00 Profit: $1,000.00c.

- Super Bowl Party : Lead: Brother E. Johnson and M. Howard, Date: 3 Feb 13 (need to confirm date) Location: Open event Cost: Assessment (BYOB and $20.00)

- Night Out with the Bond: Two events are being planned for the FY 11-12 Lead: Brother Bowens Date(s): TBA Location(s): Currently coordinating venues Cost: TBD

Polemarch’s Guidance: Create other venues for Brothers’ participation (i.e., road trips founder day, attending other chapters’ events, and attending a professional sporting event), super bowl party, tailgating and community support activities.

Polemarch Guidance FY 2012-2013 Cont: Special Event(s): Valentine Day Social, Kappa Week and Black & White Formal Event. These activities are not fundraisers, but events to acknowledge support from our special ladies, community, and scholarship winners.

- Valentine Day Social - $85 per couple. Lead: Brother A. Giles Date: 11 Feb 13 (event scheduled with Embassy Suites-Need to order pins for next year’s event) Location and Time: Embassy Suites, 7:00pm – 10:00pm Cost: $4,200.00 Revenue: N/A (Pins optional)

- Kappa Week 4-10 August 2013. This year’s activity will include the Awards’ Reception. Dates may need to be de-conflicted with Konklave 2013 in Houston, TX. The activities from the previous two years have provided the chapter with opportunities to worship, break bread together, socialize with our silhouettes and significant others, and dress-up.

Kappa Week Dates FY 13 (for planning purposes): Church Service: Date: Sunday; 4 Aug 13 TBD Location TBD Cost: DonationBrotherhood Luncheon: Date: Tuesday; 6 Aug 13 Location: TBD Show time: 1130 am to 1:00 pm Silhouettes Night Out : Date: Wednesday; 7 Aug 13 Location: TBD Cost: Couple pay as you go Polemarch Night Out: Date: Thursday; 8 Aug 13 Location: TBD Cost: Pay as you go

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Awards’ Reception : Saturday; 10 Aug 13 – Location: TBD. Awards reception, Chapter funded event. POC Brothers Boaz/Snow/Hairston)

Budget Request: The Planning and Development Committee requires a operating budget to resource the following activities:

- Sponsor business and development lunches- Attend Social activities to seek sponsorship or to support - other Kappa events to gain insights - Unforecasted requirements to support fundraising activities - Requested amount: $650.00 (additional funding may be required)- May need upfront funding to support Virginia Founders Day

Comments• At times it looked as though the Chapter wasn’t going to meet Fundraising Goals.• New Edition (2012 Line) great ideas and have embraced Fundraising goals• Partner with Virginia Beach and Norfolk Alumni Chapter on Future Fundraising Events

(MEAC Day Party) “Strengthen the Relationship” • Increasing our corporate sponsorship will be top priority for the Planning Committee

during this Fraternity year. • Membership involvement is critical to the successful planning and execution of this plan

. • Public Relationship Committee did an Excellent job with Souvenir Booklet… helped to

exceed fundraising goals

No Funds Required: Fund Raising Arm of the Chapter

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D-2 Committee Report Format for Strategic Plan

MOIP Committee Report 2012-2013

May 21, 2012

Committee Chairman: Brother Eric D. Hairston

1. Purpose: To initiate and indoctrinate men for life time financial membership in to Kappa Alpha Psi Fraternity, Inc.

2. Committee Functions: The committees specific objectives are to-

1. Indoctrinate and instruct a new member in the customs, traditions, laws, history, and administration of the Fraternity at all levels of involvement-national, province and local;

2. Provide insight into the what, and how of a formal organization and administration consistent with acceptable parliamentary procedures;

3. Develop in a new member the desires to insure the dynamic and progressive continuance of Kappa Alpha Psi as a first rate fraternity; and

4. Commence the promotion of being a member of a group while retaining individuality.

3. Mission: To provide effective program management for the Hampton-Newport News Alumni Chapter in order to protect all stakeholders from financial, political or physical harm; to include, Kappa Alpha Psi Fraternity, Inc.

4. Current Year 2011-2012 Accomplishments: Initiated eight men and all are active members of the chapter. The new members have membership on a least three standing committees and currently serve on the Hospitality Committee (see attachment).

5. Year 2012-2013 Goals and Objectives: To initiate a minimum of five men and pair each new member with a Kappa sponsor. Each new member must work on at least three standing committees.

6. Committee Budget: FY 2012-2013: $ 760.00

1. Food cost for Interest Meeting and Administrative Meetings $ 400.002. Chapter gift for new members (based on eight members) $ 360.00

Total: $ 760.00

Chapter Approved for 2012-2013: $500

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D-3 GUIDE RIGHT COMMITTEE

2012-2013

Committee Chairman: Brother Arthur PriceCommittee Members: Brothers Jimmie Williams, Chris Belton, Joseph Mingo, Van Jones, Eugene Johnson, Gregory Price, Jason Little, Rian Everett, Ross Snow Current Year 2011-2012 Accomplishments:

- Six Kappa Leaguers Graduated From High School- Kappa Cardinals Midget Football Team Won 2011 City Championship- Kappa Cardinals Crimson Intermediate Basketball Team Won City Championship- Twenty Kappa Leaguers Enrolled in National K.A.S.E Program- Met All Goals for 2011-2012 School Year

2012-2013 Goals and Objectives:

- Implement Planning for Annual Beautillion- Establish Guide Right Website- Maintain Working Relationship With Newport News Chapter of LINKS, Inc.- Kappa Leaguers to Attend a United Nations Session in New York as Part of Links

National Initiative

Proposed Budget for 2012/2013 : $5500.00

Cultural Outings $ 1,500.00LINKS Partnership (UN Visit) 2,000.00Kappa-Knight Breakfast 500.00Apparel (Blazer Supplements and Polos) 1000.00Kappa Cardinals Tutoring Expenses 500.00

The proposed budget assumes the implementation of an agenda of activities, workshops and programs similar to those provided during the 2011/2012 fraternal year.

Chapter Approved for 2012-2013: Receive funding through Achievement Foundation

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D4Social Action Committee Report

2012-2013

Committee Members: Chair: Robert D. Ayers, Jr Co-Chair: Keith A. JohnsonMembers: John A. Moore, Reginald A. Stanley, Khalid Ali, Gary Hammond, Tommy Selden and William Pinckney

Mission: Establish, support and publicize community and other organization’s health awareness, political awareness, and social programs.

Purpose: This committee plans and coordinates all programs that serve the public interest. The

committee will submit all correspondence to the Chapter’s Keeper of Records for official release on Chapter’s letterhead.

Year 2011-2012 Accomplishments:

1. Disseminated health and fitness information and supported various health fairs.

2. Disseminated information pertaining to political debates and forum, supported Urban League “Project Vote Campaign”, conducted Voter Registrations, and encouraged the community to vote in respective elections.

3. Supported the Prostate Health Drives.4. Participated in: Prostate March at Riverside Track; SE Community Day

Parade; and Denbigh Day Parade.5. Organized and delivered Thanksgiving and Christmas Baskets to needy

families.6. Participated in Kappa’s Virginia Legislative Day.7. Participated in Kappas on Capitol Hill.

Year 2012 - 2013 Goals and Objectives:

1. Support voting registration and election process (30 new voters/2 hr. poll duty)

2. Provide Thanksgiving and Christmas baskets to needy families (each brother bring two can goods to SEP, OCT, NOV & DEC meetings)

3. Continue St. Jude Initiative locally (collecting & donating a minimum of $500)4. Participate in Kappa’s VA Legislative Day (Attendance: minimum of two

members)5. Provide support for health and fitness initiatives6. Increase visibility in the community

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7. Support dresses for Haiti (collect & donate 100 pillow cases per quarter = 400)

8. Support the Alopecia Foundation (provide IT & Administrative Support)

Expected Budget (Itemized): $1000.00 Thanksgiving & Christmas Baskets (Chapter Budget) $1,700.00 - Local St. Jude Initiative $ 500.00VA Legislative Day (Food/Gas) $ 200.00Dresses for Haiti $ 200.00Alopecia Foundation $ 100.00

Total $2,700.00

Retreat Budget Recommendation: $1,000.00 (Provide complete funding from year end and fundraising income). Thanksgiving & Christmas basket funds will be control by the foundation.

Chapter Approved for 2012-2013: $1000 from Fenced Funds plus $1700 for Thanksgiving Baskets from the chapter via the Foundation.

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D-5

HISTORIAN – REPORTER2012-2013

Committee Name: Historian - Reporter: Date: July 2012

Committee Chairman: Stephen Penn

Year 2011-2012 Accomplishments:- Produced the quarterly PHINOOPY news periodical (the final edition set for

publication late-July – early-August)- Reintroduced the Spotlight section into the newsletter with the help of brothers in the

Public Relations Committee, including Reginald Stanley.- Continued collection and compilation of current materials pertaining to the activities

and achievements of the Chapter and its members. - Continued maintenance of an accurate history of chapter by taking pictures of the

majority of the chapter’s events through a coordinated team effort with the Public Relations Committee.

- Increased prompt dissemination of pictures of the chapter’s activities to chapter members via the chapter website.

Budget Allocation: $250.00 Amount Expended: $250.00

Year 2012-2013 Goals - Continue to collect and compile the necessary materials to record the activities and

achievements of this Chapter and its members. This will include providing the Province with news and information on the chapter each month.

- Utilize an organized group effort to maintain an accurate documentation of the Chapter by taking pictures that capture the majority of the chapter’s events, most notably this year’s Founders’ Day activities.

- Continue the effort to supply the chapter website and newsletter with said pictures.- Enhance the chapter newsletter with help from newer brothers from 2011 and 2012

and introduce new sections (business advertisements, words of advice, etc) - Potential long-term project to collect and better organize the history of the chapter

and coordinate with other local chapters to consolidate information and make the history of Kappa on the Peninsula more easily accessible to the membership and to the public.

Expected Budget (Itemized):

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ITEM ESTIMATED COST

Photograph paper $ 150.00 Photograph Binders $ 25.00 Other Production Costs $ 75.00Total: $ 250.00

Comments:

The $250.00 will be included as an item in the Public Relations Committee budget, just as the 2011-12 budget was.

Chapter Approved for 2012-2013: Funds will be provided via Public Relations Committee

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D-6a

Undergraduate/Collegiate Advisory Committee2012-2013

Beta Chi

Committee Chairman: Brother Gary B. Hunter

Committee Members: Brothers Reginald Bowens, Van Jones, Arthur Price, Thomas Selden, Reginald Stanley, Gregory Williams

On-Campus Advisor: Brother Joe King

Purpose: To provide general advice and counsel to the undergraduate chapter and Brothers, in both a fraternal and personal way.

Committee Functions : To assist the Chapter Advisor in the supervision of the undergraduate chapter which he acts as the Liaison between the Province Polemarch and the Chapter. Specific roles are the Advisor and the Advisory Committee are:

- To advise the undergraduate Chapter- To establish continuity between the Chapter Officers- To ensure that Chapter Bylaws, Fraternity Constitutions & Statues are carried out

correctly- To monitor the Chapter operations to see that Grand Chapter and Province policies

are carried out- To ensure the Chapter members adhere to the policies of the University- To strive continually to help the Chapter become as self-sufficient as possible- To encourage individual and chapter academic achievement that culminates with

matriculation in four years or as the requirement of their particular degree- To promote the growth of all chapter members in leadership, finances, planning, and

execution- To inspire lifelong service to the community and the Fraternity

Mission: To provide effective supervision and guidance to the Beta Chi Chapter in order to protect all stakeholders from financial, political or physical harm; to include, the Beta Chi Chapter, Hampton-Newport News Alumni Chapter, Hampton University and Kappa Alpha Psi Fraternity.

Chapter Achievement Report 2011-2012 :

- MOIP Intake Program –Initiated 21 Brothers into the Bond- Chapter brothers attended the Grand Chapter Meeting held in Indianapolis, IN

(summer 2011), and all others meetings required by IHQ and the Province

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- Membership Report (March 2012), Beta Chi was the largest undergraduate chapter in the Eastern Province; having 45 fully financial members

- Guide Right Program – Continued the partnership with Cooper Elementary Magnet School assisting in the tutoring of students on a weekly basis

- Chapter held regular chapter meetings twice per month- Brother Brent Gills - Student Government Association (SGA) President was featured

on the spring cover of the Kappa Journal- Chapter held a successful Kappa Week in April 2012- Chapter Officers were elected for the coming year 2012-2013- Chapter maintained a 3.02 GPA for the year 2011-2012.- 21 Brothers received their undergraduate degrees; 14 graduated with honors- The Brothers look forward to the coming year, full of excitement and achievement

Year 2012 -2013 Goals and Objectives:- Conduct a successful Beta Chi Chapter Fall 2012 Intake Program- Campaign to have a member of the Chapter as Undergraduate Board Member Region

V- Strengthen the Bond of the Chapter by conducting chapter workshops/sessions

focusing on fraternity and brotherhood- Develop and Implement a productive Right Guide Program- Encourage HU Chapter graduates to join H-NN Alumni or an alumni chapter in the

city/area where they will be living

Committee Budget: Fiscal Year 2012 - 2013:

- Officers Workshop Lodging and Registration $100.00- CRWLC Lodging and Registration $345.00- Province Council Lodging and Registration $425.00- Grand Chapter Meeting / Conclave $400.00

Total Expenses $1270.00


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D-6b

Undergraduate/Collegiate Advisory Committee2012-2013

Xi Theta

Committee Chairman: Brother Van JonesCommittee Members: Brothers Earl Granger, William Pinckney, Duron Shearn, Chris Belton, Reginald Bowens, Eugene Johnson, David Spratley, and Bryan Thompson

Purpose: To provide general advice and counsel to the undergraduate chapter and Brothers, in both a fraternal and personal way.

Committee Functions:To assist the Chapter Advisor in the supervision of the undergraduate chapter which he acts as the Liaison between the Province Polemarch and the Chapter. Specific roles are the Advisor and the Advisory Committee are:

- To advise the undergraduate Chapter- To establish continuity between the Chapter Officers- To ensure that Chapter Bylaws, Fraternity Constitutions & Statues are carried out

correctly.- To monitor the Chapter operations to see that Grand Chapter and Province policies

are carried out.- To ensure the Chapter members adhere to the policies of the University.- To strive continually to help the Chapter become as self-sufficient as possible.- To encourage individual and chapter academic achievement that culminates with

matriculation in four years or their degree requires. - To promote the growth of all chapter members in leadership, finances, planning, and

execution.- To inspire lifelong service to the community and the Fraternity.

Mission: To provide effective supervision and guidance to the Xi Theta Chapter in order to protect all stakeholders from financial, political or physical harm; to include, the Xi Theta Chapter, Hampton-Newport News Alumni Chapter, College of William & Mary and Kappa Alpha Psi Fraternity.

2011 - 2012 Goals and Objectives:

- Establish an infrastructure to ensure sustainability through mentoring and leadership conferences

- Create an operating plan that focused on academic enrichment, campus involvement, and community service

- Develop a viable Guide Right Program- Participate in the Spring 2012 MOIP Intake Program

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- Establish and maintain a relationship with former Xi Theta members and the Hampton-Newport News Alumni Chapter

Current Year 2011-2012 Report

- Six brothers were initiated into the fraternity during the Summer MOIP onSaturday, June 30, 2012. The total number of Xi Theta brothers is 10. Also, seven brothers are members of the Tribe football team.

- One chapter brother graduated from the College of William & Mary in May, 2012- Five Xi Theta brothers appeared in the Kappa Journal Second highest GPA 3.21

among all National Pan-Hellenic Council members on campus and 16th highest among all Greek-letter organizations

- Sponsored Breast Cancer Awareness Activity- Held Clothing Drive and donated clothes to FISH, a non-profit organization

in Williamsbur- Volunteered at local Head Start- Sponsored successful Xi Theta Kappa Week in February, 2012- Support from former Xi Theta chapter members- All Xi Theta debts were paid to the Hampton-Newport News Alumni Chapter

during the year.

2012 - 2013 Goals and Objectives:

- Continue to maintain an infrastructure to ensure sustainability- Encourage recent graduates to join Hampton-Newport News Alumni Chapter

or another alumni chapter- Develop and sustain community service projects in the Williamsburg area (i.e.

Guide Right) - Participate in the Spring 2013 MOIP Intake Program

Committee Budget: FY 2012-2013 Eastern Province Officer Workshop $ 100.00

- Registration and LodgingCRWLC at Frostburg State University $ 285.00

- Registration $ 45.00- Lodging (Two nights) $ 240.00

Eastern Province Council $ 465.00- Registration $ 225.00- Lodging (Two nights) $ 240.00

Conclave 2013 in Houston, TX $ 350.00- Registration & Lodging

Total: $ 1,200.00


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D-7 Finance Committee Report

2012-2013

Committee Chairman: Brother Gerald Bell (KOE)Committee Members: Brothers: Eugene Johnson (AKOE), and Aaron Giles (Auditor) Purpose: To provide summary information concerning the Finance actions for FY 11-12. Committee Functions: The finance committee shall process and handle the receipt of all income and payment of all expenses of the Chapter.

Mission: The mission of the finance committee is to provide consistent application of conduct and proper internal controls to ensure prudent use of the chapter assets, as the duties described in the bylaws are performed. All income and funds dispersed by Hampton-Newport News (VA) Alumni Chapter will comply with the guidelines of the Internal Revenue Service codes for a 501(c-3) tax-exempt organization.

Current Year 2011-2012 Accomplishments:

- The annual budget was adopted by the chapter on October 3, 2011. The budget structure is broken into three categories the Dues & General Operating Expenses, Fund-Raising Activities & Contributions, and Fenced Funds.

- Completed an internal audit for this FY. All accounts balanced, but need to improve the administration practices (receipt submissions, executing & tracking monthly internal audits, and obtain voucher’s signatures from Polemarch and KOR for processing repayment actions)

- Revised the KOE SOP on 22 October 2011 (document submitted to the LRP committee for the Chapter’s SOP document).

- Dues & General Operating Expenses for FY 10-11: The Dues were maintained at the same level as the previous year to support committee requirements. The operating budget was based on 98 brothers (life/Non-Life) paying $220.00 and 26 Brothers (Retired Life/Retired non-Life) paying $160.00 for local Chapter dues to meet the approved budget of $25,720.00. The Chapter collected $23,787.00 (92%) of the approved budget amount. This reduction in collected dues required an adjustment in funding allocations for five of the approved accounts. However, we were still able to meet funding requirements for FY11-12.

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Audit Results: An internal audit was conducted monthly by the audit committee and results provided at the BOD sessions. Initial observations from the audit:

- Receipts not filed with reimbursement vouchers. Out of the 87 vouchers filed a total of six vouchers did not have the supporting receipts needed to complete the reimbursement actions.

- Internal audit needs to be maintained on a monthly basis as listed in KOE SOP document. No record for the month of January and April for the conduct of the monthly audit.

- Obtaining the Polemarch and KOR’s signatures to complete voucher actions.- Excellent tracking documents for check transactions, deposits, account

management, program, and accountability of all chapters’ funds were maintained to the accepted audit standards.

- Improve AKOE operations

FY 2012-2013-Goals and Objectives:- Develop the chapter budget supporting the operations of the Hampton-Newport

News Alumni (VA) Chapter.- Maintain accountability of the Chapter income, expenses, receipts and other - Conduct the monthly audit review.- Complete and file the Chapter Tax returns as required. - Meet all payment suspenses.- Obtain a chapter credit card and updated accounting software to assist in

maintaining.- Continue to train the Assistant Keeper of the Exchequer and work transition plans

with Brother A. Giles and R. Stanley.- Conduct an external audit for FY 12-13

2011-2012 Budget: Contingency Fund - $500.00 (same as last year)

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FY 12-13 Approved Budget

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D-8

LONG RANGE PLANNING COMMITTEE 2012-2013

Committee Members: Chair: C. Holden: Co-Chair: A. Knight.Committee Members: C. Johnson, K. Anders, E. Johnson, K. Lovick, & Bryan Thompson. Special Retreat Planning Team: Lead-Brother Snow, Support: Brothers: J. Little, G.

Hunter & J. Swann, and C. Boaz.

Mission: In support of the Polemarch’s vision for the Chapter, develop a comprehensive long range plan with goals and objectives that are realistic, substantive, and measurable.

Purpose: To provide structure to the chapter’s approach to accomplishing its goals and objectives outlined in the Hampton-Newport News Alumni Chapter of Kappa Alpha Psi, Inc. Strategic Plan. This approach will ensure everyone is focused on the same set of goals and objectives. The goals and objectives contained in the Strategic Plan will support the vision, goals and objectives of the Eastern Province and Grand Chapter of Kappa Alpha Psi, Inc. The Plan must: - Provide guidance and continuity over a five-year period to include the

current operating year. - Be reviewed by and receive input from Chapter Program Chairmen.- Serve as a living document, and will be reviewed by the Long Range

Planning Committee and briefed to the BOD twice a year (in Feb & Jul). - Where feasible, be linked to Eastern Province and National Objectives of the

Fraternity, and inform Chapter programs. - The plan will be presented to the Polmarch prior to the Annual Retreat and

will become part of the Retreat Agenda. The plan will serve as the basis for the previous year’s assessment, and the upcoming year’s objectives and guidance provided by the Polemarch.


- Conducted quarterly meetings to address Chapter long range goals and objectives and conducted semi and annual assessments of the Chapter’s goals and objectives.

- Worked closely with the Nomination and Election Committee to ensure at least 98% of the standing committees have Co-Chairs to provide depth and continuity for chapter operations. Worked with the Polemarch to obtain the Eastern Province goals and objectives for 2012-2013 in time to influence chapter execution for the operating year.

- Updated Chapter SOP..

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Budget Allocation: $0 Amount Expended: $0. A limited number of copies of the Strategic Plan for brothers without print capabilities will come from the chapter’s administrative budget.

Year 2012 - 2013 Goals and Objectives:- Five year plan focus will continue to be on enhancing internal operational

procedures and sustaining a large chapter status. - Continue to revise and update the Chapter SOP to ensure it provides continuity

for chapter internal day-to-day operations.- Work to ensure the Polemarch goals and objectives for 2012-2013 are fully

integrated into respective committee reports to include supporting activities/actions. (Where applicable)

- Consistent with large Chapter operations and responsibilities, continue to assess chapter growth/losses numbers to provide visibility as to possible reasons for gains/losses, thus, providing a base for Reclamation and MOIP.

- Implement Transition Plan to transfer the roles and responsibilities of conducting the Retreat to younger brothers while providing the appropriate level of guidance to keep the Chapter moving forward.

- Continue to conduct meaningful mid and end-of-year assessments on Chapter goals and objectives.

LRPC 2013 Meeting dates:

- 27 Aug: Teleconference-- SOP & Retreat Survey- 29 Oct: Holden’s Home---Selected Retreat Option- 10 Dec: Teleconference-Growth/Loss Assessment- 28 Jan: Holden’s Home---Mid-Year Assessment- 25 Mar: Teleconference---Strategic Plan- 20 May: Teleconference—Retreat Guidance/SOP- 8 Jul: Holden’s Home –Retreat Reports/Execution

Telecon number:1 (605) 475-5900 code 987575

Retreat Dates: 19 & 20 Jul 2013 (6:30-9:30) 20 Jul (8 am – 5 pm) at the NNPD.

Expected Budget (Itemized): $0

No Funding Required. Printing cost will come from Admin Expenses

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D-9 MEMBERSHIP SERVICES AND BENEFITS

2012-2013

Committee Chair: Norris E. Lamb

Committee Members:William Revells, John A. Moore; James Swann (Repast and Retreat); Gary Hunter + Roland Thompson (Tailgating)

Purpose: To assure all brothers classified as sustaining members enjoy all the rights and privileges appertaining to such membership.

Committee Function: Coordinates the tangible and intangible benefits that members receive by joining and supporting the chapter. Establish that:

- There is a member need for service- The service is unique and available to members only- Funds are available to defray the administrative cost of the service

Current Year (2011-2012) Accomplishments- Mailed bereavement cards and sent flowers to families of deceased or sick brothers.- Sent Valentine cards to widows of brothers of the Hampton-Newport-News Chapter.- Assisted Senior Kappa’s in Sponsoring Chapter’s Cookout.- Planned and executed five(5) tailgates.

Proposed Activities for fraternity year 2012-2013- Compile, refine, and maintain a current list of widows of bereaved brothers of

Hampton-Newport news Chapter. Further, in coordination with the Chapter Chaplain, ensure a house call is made, to include arrangements for repast (must budget for the repasts), to a widow upon the transition of a brother to the Chapter Invisible.

- Send condolences and get well wishes in the form of cards or flowers as needed.- Repast: Ensure that meals are provided during monthly membership meetings and

other designated chapter sponsored events, such as the annual retreat, as needed.- Social Activities: Organize and execute tailgates and other activities as

designated by the Board of Director/Chapter.- In coordination with the Keeper of Exchequer, present a $50 (fifty dollars) savings

bond to each new born child born to a member and his spouse.- Make a contribution of $50.00 gift to newlywed brothers.

Requested budget for FY 2012-2013- Bereavement $ 800.00- Social Activities 1800.00- Savings Bonds – Newborns (2 ea @ $50) 100.00

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$2700.00Comments:

- Estimated cost for Hosting based on a possible increase anticipated from the Food supplier.- We expect a growth in Chapter membership and participation.- We want to partner with the Senior Kappa’s to sponsor a Chapter wide Cook-Out.

Budget Allocation – 2012-2013: $2700.00


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D-10 PUBLIC RELATIONS COMMITTEE

2012-2013

Committee Co-chairs: Rick Watson & Keith DavisCommittee members: Chris Belton, Richard Giles, Ron Bush, Irvin Crudup, Eric Hairston, Tommy Selden, Roland Thompson, David McClenney, Stephen Penn, Gregory Price, Reginald Stanley, Duron Shearn, Kelcey McDonald

Mission: To monitor and coordinate information that is communicated to the membership and the public as it relates to the Hampton-Newport News Alumni chapter.

Purpose: To develop and facilitate an efficient communication plan within the chapter to attract quality members and to provide a broader venue to showcase our fraternal service to our community stake holders. The committee exists to execute an effective communication plan which is based on the following objectives.

- Enhance the image of the chapter to our community stake holders and among our chapter membership

- Maintain an effective line of communication in the chapter- Increase a broad understanding of the chapter’s mission to the public.- Maintain a data base of local businesses, media, governmental, pan Hellenic

officers, and individual sponsors in our community.- Develop strategies to promote the accomplishments of our chapter and the

services we provide to the community at large. (This is done through our website, chapter newsletters, the local newspaper, brochures, souvenir booklets, and the national chapter journal).

Year 2011-2012 Accomplishments: - Published four chapter newsletters for the fraternal year- Produced a souvenir booklet for the Kasino Knight 2012 and increased the profit

margin by 100% from 2011- Updated the chapter website and brochure - Produced high quality Ads for local, state and national clubs and organizations- Produced a slide show for Kasino Knight 2012- Listed the names of our 2012 Kasino Knight AD sponsors on the chapter website- Submitted chapter activities to Region V on a monthly basis

Year 2012-2013 Goals and Objectives:- Update and maintain the chapter website monthly

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- Publish the Kappa newsletter four times a year and continue to brainstorm new ideas to keep it interesting and informative.

- Look for innovative ways to keep our chapter members and stake holders informed of the services we provide within our community and to assist with the efforts of the reclamation committee

- Continue to provide information to the journal and local newspaper on our chapter activities and accomplishments

- Update the chapter pictorial directory by January 2013- Produce a new chapter picture by December 2012- Submit all chapter activities and newsletters to Region V monthly- Produce a one page Ad for the 2013 Kappa Conclave

Expected Budget: FY 12/13: $ 3,8450.00- Web Site: Domain registration, web site hosting and quarterly maintenance: $320- Printing and copying $ 275.00- AD production cost $ 1,450.00- Pictures for booklets and the archives $ 200.00- Conclave Ad $ 1,500.00- Chapter Picture $ 100.00

Chapter Approved for 2012-2013: $2,500

Note: Use year end funds to support Conclave add

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D-11

ACHIEVEMENTS AND AWARDS PROGRAM COMMITTEE2012-2013

Committee Chairman: Brother Reginald Bowens

Committee Members: Brothers Curt Johnson, Thomas Selden, William Revells, Joseph Mingo, David Spratley, Tyrell Grant, and Jason Little Purpose: The Achievement and Awards Program is designed as an incentive to members of the Chapter by recognizing Brothers who continue to excel annually in selected fields of human endeavor. Additionally, this program is intended to assist the Chapter in providing role models for our international Training for Leadership initiative. Committee Functions : This committee shall consist of a chairmen appointed by the Chapter Polemarch and members selected by the Chairman. One of the main functions of the committee is to encourage the participation of all Brothers in the awards process by submitting petitions to the Achievement and Awards Committee (A & A Committee) before the established deadline. The A & A Committee shall examine the petitions to determine the qualifications of the candidates. Awards shall be determined by a majority vote of secret ballots cast by the members of the committee present and voting.

The committee established the minimum criteria for recognition and evaluation of candidates approved by the Board of Directors as follows:

- The candidate must have been financial with the Chapter during the Fraternity year of selection.

- The candidate must have actively participated in and supported Chapter meetings, programs and activities, and assigned to at least one Chapter committee throughout the year.

- The candidate must be nominated by their committee chairman or other financial Brother.

- The attached form entitled Hampton-Newport News Alumni Chapter, Kappa Alpha Psi Fraternity, Inc. Nomination For Award, must be used by Committee Chairmen and other Brothers to nominate candidates for any category of award.

The committee shall identify appropriate categories of awards from the listing provided by the Eastern Province Achievement and Awards Committee to be recognized at the Chapter level. Accordingly, the categories for awards presented at the chapter level shall be as follows:

- Brother of the Year Award (selected by Chapter Polemarch)- Community Service Award- Professional Service Award

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- Fraternity Service Award

*Note: Brothers selected as Brother of the Year and top honorees for each of the above 3 categories will represent the Chapter at the Province level.

Mission: In support of the Polemarch’s vision for the Chapter, solicit from Committee Chairmen and individual Chapter Brothers nominations of Chapter Brothers who have excelled in the appropriate categories for awards.

Current Year (2011-2012) Accomplishments :

- Presented certificates for citations in all the categories for Chapter- and Province-level awards at the Chapter’s annual Achievement and Awards Program reception held on 6 August 2011 in the Newport News Police Department Conference Room.

- Information on Brothers receiving achievement awards for the year 2011-2012 was provided to the Public Relations Committee for publication.

- Submitted to the Provincial level chapter nominations in the name of Fraternity Service, Community Service, Citizen of the Year, and Brother of the Year Awards

- Additional verbal and written information regarding available achievement awards at the Province level and the criteria for selection was provided verbally during monthly Chapter meetings and via e-mail to the general membership as well as committee chairmen.

- Chapter representative participation in the 2012 Province Achievement and Awards Committee meeting conducted at Howard University 11 Feb 2012.

- Designed and finalized the newly authored Chapter Activity Report Submission Form which will be used to summarize monthly committee events/actions in support of higher level (Provincial, IHQ) awards nominations.

- Performed the revision of the Achievement and Awards SOP which now incorporates and outlines the necessary procedures required for the proper utilization of the newly devised Chapter Activity Report Submission Form.

Budget Allocation : $360.00 Amount Expended: $0.00*

* Final accountability of total budget expenditures won’t occur until mid-July 2012.

Goals for 2012-2013 :

- Increase participation of Chapter members who nominate Brothers to receive achievement awards at the end of the Fraternity Year. To assist in the achievement of this goal, a baseline achievement scorecard will record Brothers’ (potential candidates) attendance at Chapter and committee meetings and their participation in achieving Chapter’s goals and objectives listed in the Strategic Plan.

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- Continue to coordinate newsworthy achievement and awards incidents with the Public Relations Committee for publication Chapter in our PHYNOOPY NEWS newsletter, local newspapers and the Kappa Journal.

- Encourage Chapter Brothers to draft petitions for Province awards in the following 2 categories:

o William L. Crump History Awardo Donald Murphy Military Achievement Award

- Provide representation at the 2013 Province Achievement and Awards Committee meeting for selecting candidates for Province-level awards

- Provide for Chapter representation at the 2013 Province Achievement and Awards meeting for selecting candidates for Province-level awards..

- Fully integrate the use of the Chapter Activity Report Submission Form into our chapter operations in support of higher level awards nominations.

- Continue to implement and improve the Achievement and Award Program.

Expected Budget (Itemized) :

ITEM ESTIMATED COST

- Certificate Frames for Province-level awards (3 each X $ 20) $ 60.00

- Certificate holders for 20 Fraternity Service awardees 40.00

- Parchment paper for awards 18.00- Plaque (Citizen of the Year) 110.00- Color Laser Jet ink cartridge 39.00- B/W Laser Jet ink cartridge 33.00- Printing, mailing, and handling expenses- (Awards packages) *400.00- Travel Expense (Province Achievement and

Awards Committee Meetings) 60.00

Total: $ 760.00


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D-12

INTERNAL AUDIT2012-2013

Committee Chairman: Aaron Giles

Committee Co-Chair: Gerald Bell

Mission: A monthly formal examination of the financial books and records of the component association to determine their accuracy and completeness, to detect and recommend correction of errors, and to assure the board and membership that the records are correct.

Purpose: Adequate explanation of expenditures is confirmed so that it can be understood by anyone looking through the records.

• Frequency: Internal Audits on financial records will be conducted monthly. • What does an internal audit involve? • What is needed to do an internal audit? •

Current Year 2011-2012 Accomplishments• No discrepancies were noted.

Budget Allocation $0 Amount Expended $0 No Funds Required

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D-13 SENIOR KAKPPA/50-YEAR BROTHERS RECOGNITION

2012-2013

Committee Chairman: Brother Ike Jones “The Godfather”Core Committee members: Brothers William Revells, Irving Crudup, Norris Lamb, Augustus Owens, Jimmie Williams, Jr., Curtis Johnson, and Thomas Holloman. (All Senior Kappas/50-Year Brothers are members of this committee by authority of the Chapter bylaws.)

2011 - 2012 Goals, Objectives and Accomplishments:

- Support the Guide Right and Kappa Athletic Association: Senior Kappa Brothers were requested to donate at least eight (8) hours to support these endeavors, or make a financial contribution. Accomplishments: Some Senior Kappas either gave money to Guide Right or the Athletic Program, or attended events, or worked concessions. However the percentage of members doing this leaves a lot of room for improvement.

- The Toys Initiative: Collect toys from the members of the chapter and, and donate the toys to the Magruder Primary School in Newport News at Christmas time. Accomplishments: Exceeded our goal for toy collection by donating over 100 toys.

- Host a Reclamation Breakfast: Attempt to invite Senior Kappas who are inactive to participate in a breakfast with active Brothers in the hopes of getting them active/financial in the Chapter. Accomplishments: No Reclamation Breakfast was held.

- Host a Senior Kappa Cookout: Senior Brothers would host a cookout that would promote bonding and socializing among all members of the Chapter. Accomplishments: Our annual Kappa Cookout was held, and well attended.

- Donate a Five Hundred Dollar Scholarship: Senior Kappas were to donate money for and educational scholarship that would be presented to a local high school graduate that was going on to college. Accomplishments: The Senior Kappa Scholarship has been funded for this fraternal year.

- Have a Quarterly Luncheon Meeting at a Local Restaurant: Senior Kappas were asked to meet every three (3) months to eat, fellowship, and discuss business at a local eatery that was convenient to most members. Accomplishments: The Senior Kappa Quarterly Luncheon, though not a primary goal, is a worthwhile endeavor. The attendance averages less than fifty percent of the Senior Kappa Brothers.

-

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Current Year 2012 -2013 Goals and Objectives:

- Quite simple really. We will carry our original goals and objectives on through the 2012-2013 fraternal year. In other words we are going to keep on doing this until we get it right.

- One other thing. Any member of the Hampton-Newport News (VA) Chapter who has attained the age of sixty years, is automatically a Senior Kappa. Any Brother who has been a member of Kappa Alpha Psi for fifty years is considered a 50 Year Brother. Any 50 Year Brother who has been active/financial with the H-NN Chapter for three consecutive years shall be entitled to the distinguished WHITE Kappa blazer. Plan is to recognize one (1) new Senior Kappa with a membership certificate

Expected Budget for FY 2012-2013: - Certificate Holders $ 60.00- Senior Kappa/50-Year Brothers Program celebration day 700.00- Administrative Supplies (postage, cartridges, paper, etc.) 75.00

The total estimated costs $835.00

Budget Allocation (2012-2013): $ Amount Expended: $


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D14 SILHOUETTE LIAISON

2012-2013

Committee Chairman: William “Bill” PinckneyCommittee Co-chair: Eugene Johnson

Mission: To facilitate communication between the H-NN Silhouettes and the Brothers of Hampton-Newport News Alumni Chapter

Current Year 2011-2012 Accomplishments:- Met with the H-NN Silhouettes as a group to provide information on potential areas

of support- Supported the H-NN Silhouettes in the planning and execution of Silhouette Night

Out. - H-NN Silhouettes donated $475.00 to the H-NN Athletic Assoc in support of the

Kappa League- H-NN Silhouettes participated in the Bowl-A-Thon by donating $250.00 in support of

H-NN Outreach for Big Brothers Big Sisters- H-NN Silhouettes paid for a full page ad for the Souvenir Journal in support of

Casino Night- Two H-NN Silhouettes elected as Eastern Province officers:

o Silhouette Pinckney: Eastern Province Silhouette Coordinator o Appointed by the National Silhouette President as National Financial

Secretaryo Silhouette Blue elected as the Province Financial Secretary

Goals for 2012 – 2013o Silhouette Night Outo Silhouette Reclamation Evento Annual Christmas Partyo Maintain open lines of communication between the H-NN Alumni Chapter

and the Silhouetteso Increase financial Silhouette membership

Opportunities:o Increase communication to Silhouettes regarding illness and death in

Silhouette family in a timely mannero Can use the Silhouette email: [email protected] Include Kappa Silhouette Liaison in all emails regarding Silhouetteso Planning for Silhouette Night Out - 2012o No response regarding venue of Riverwalk Restaurant

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o Contract and deposit required 30 days prior to evento Second option: H-NN Alumni Chapter cook for the Silhouettes

Budget: $100.00

Chapter Approved for 2012-2013: $100 carryover from 2011-2012

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D-15 HOUSING COMMITTEE REPORT

2012-2013

Committee Chairman and Co-chairman: Clarence Bazemore, Steve Morgan Deputy Committee Chairman: Eugene JohnsonCommittee Members: Michael Marble-Howard, Kenneth Ferguson, Kelvin Blue, Gregory Price, and Marcus Stanback-Beta Chi

Mission: To locate and ensure a facility is available on a long term basis (5-10) years to support future chapter activities, operations and functions. Review options between purchasing, building, or rent commercial property for a permanent meet facility. The committee is also responsible for maintaining and improving the storage area at the Boys and Girls club for safe storage of chapter supplies and paraphernalia.


- Installed new doors and locks to the Fraternity rooms at the Boys and Girls club.- Present the Polemarch with options to consider a permanent Kappa facility.- Give cost estimate to repair HVAC, electrical, plumbing, and roof leakage. - Produced and maintain a schedule for cleaning storage area and bathrooms.- Establish and monitor key control within the fraternity for the Boys & Girls club. - Present a long term housing contingency.- Implement a smooth transition between Chairman

Year 2012-2013 Goals and Objectives:- Continue to maintain and update the Housing committee report.- Replace the refrigerator and install new cabinets in the fraternity room.- Paint and organize fraternity room.- Install a surveillance camera system to monitor Boys and Girls club.- Update fraternity room for fellowship meetings. - Make a decision on the options for a new permanent Kappa location.- To resolve and remove items which have been on this docket too long.

Expected Budget: FY 11/12: $ 1,200.00- Maintenance: HVAC, Plumbing, electrical - Painting Fraternity rooms- Repair leaking roof- Monthly cleaning cost


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D-16

MEMBERSHIP DEVELOPMENT COMMITTEEE 2012-2013

Committee Chairman: Brother Reginald StanleyCo-Chair: Brother Miles DavisCommittee Members: TBD

Purpose: Provide a mentoring program to serve as a vehicle to develop, increase capability, and empower Brothers of the H-NN Alumni and Brothers transitioning into the chapter to realize their full potential in living the fundamental purpose of Kappa Alpha Psi.

Committee Functions: Implement Mentoring Program guidelines. Monitor Mentoring activities and provide the BOD status on how well the Mentoring Program is working.

Mission: To implement a Mentoring Program that will provide visibility for those brothers who want to share their insights and expertise in specific areas as well as those brothers who desire to gain insights and information in specific areas. Further, to provide the venues and opportunities to allow brothers with common interest to link up and follow formal or informal approaches to mentoring as outlined in the Mentoring Plan.

Current Year 2011-2012 Accomplishments: None

Year 2012 - 2013 Goals and Objectives:

- Develop a cadre of brothers with subject matter expertise to provide counseling and mentoring for those brothers who seek it.

- Establish a standard date for presentations and a venue capable of accommodating requirements of the presenter.

- Prioritize topics for presentation based on need and relevance and be proactive in ensuring that they occur in the desired order.

- Develop SOP for Membership Development Committee to document how the process will work.

- Finalize Mentoring Program document- Document success of approach and provide feedback to BOD- Build committee membership to include two younger brothers

6. Committee Budget: FY 12 – 13: $.00

Chapter Approved for 2012-2013: No Funds projected for 2012-2013

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D-17 BYLAWS

(Issued under separate cover)2012-2013

Committee Chairman: Roland Thompson, Co-Chair: Reginald A. Stanley Committee Members: Joseph Mingo, Norris Lamb

Mission: In support of the Polemarch’s vision for the Chapter, develop and maintain the Chapter Bylaws that shall govern the conduct and management of Chapter business throughout the Fraternity year.

Current Year 2011-2012 Accomplishments: No action required. Year 2011 - 2012 Goals and Objectives:

- To ensure accuracy and currency in the Chapter Bylaws.- To review, accept and process Bylaws changes IAW Article VIII of the Chapter

Bylaws.- Work with the Polemarch and Board of Directors to ensure the Bylaws are consistent

with (i) The Constitution of Kappa Alpha Psi Fraternity, Inc.; (ii) the Statutes of Kappa Alpha Psi Fraternity, Inc; (iii) the Ritual of Kappa Alpha Psi Fraternity, Inc; (iv) Robert’s Rules of Order and (v) such other regulations as may be established by the Grand Board of Directors of Kappa Alpha Psi Fraternity, Inc.

Expected Budget (Itemized): None

No Funds Required

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D-18

HOSPITALITY 2012-2013

Committee Chair: James SwannCommittee Co-Chair: Miles DavisCommittee Members: Neophyte Members

Purpose: To assure all brothers enjoy the hospitality given by the members of Hampton/Newport News Alumni Chapter by making visitors feel that they have a home away from home.

Committee Function: Is to make sure everything is in place prior to the start of the meeting per the guidelines of Kappa Alpha Psi. Committee members are to make sure that everything is in order for Repast and Retreat. Coordinate with committee members to share the following duties. Establish duties are:

- Setting up tables and podium for chapter monthly and retreat meeting sessions. - Preparing special section for 50 year members (Available to 50 Year members only)- Receiving, displaying and serving food for chapter monthly meetings, retreat and / or

special functions. - Ensure condiments are available for meetings/retreat and special functions, to include

drinks, ice, cutlery, plates, napkins, etc. Additionally, ensure funds are available to purchase these products.

Current Year (2011-2012) Accomplishments- Maintained the set-up for the 50 year Brothers designated tables- Prepared special desserts for chapter members - Maintained the set-up for the head tables for the officers to include red & white

tablecloths- Maintained the buddy system to have break-down and kitchen patrol run smoother.- Continued to cater to the 50 Year Brothers tables to make sure their needs are meet- The K-12 line was trained on expectations for repast and setup.

Proposed Activities for fraternity year 2012-2013- During repast continue to play the KAPPA Songs, show power point slides of

activities the Hampton-Newport News Chapter is involved in. - Increase the number of members to attend the Kappa Cook Out. (Although well

attended, it would be great if the numbers were a lot higher, by having brothers bring another brother as we do for chapter meetings)

- Repast: Ensure that meals are provided during monthly membership meetings and other designated chapter sponsored events, such as the annual retreat, as needed.

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- Reminder to members during the chapter monthly meeting repast that repast starts at 6:00 pm and ends at 7:00 pm. This should help ensure all brothers have eaten prior to the meeting and minimize disruption of the meeting.

- Continue to provide hospitality to Kappa Brothers who visit with us for our monthly chapter meetings.

- In the proposed budget add funds for Kappa Aprons and Cabinets to store Supplies for the Brothers that serve. (10 Aprons at $20 for a total of $200, and Storage Cabinet $200) (Did not occur during year 2011 – 2012)

- Continue to take advantage of sale prices when it’s time to replenish supplies and drinks.

- Celebrate 50 Year Brothers Birthday Month with a small snack (cupcake, or ice cream, etc)

Requested budget for FY 2012-2013

- Repast (to include retreat) $5,500.00- Aprons 200.00 - Cabinet + 200.00

$5,900.00Comments:

- Estimated cost for Hosting based on a possible increase anticipated from the Food supplier. (Due to increased prices of food & increase in membership & visiting Brothers)

- We expect a growth in Chapter membership and participation.- We want to partner with the Senior Kappa’s to sponsor a Chapter wide Cook-Out.

1. Budget Allocation – 2012-2013: $5,900.00

Chapter Approved for 2012-2013: $5,900

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D-19

NOMINATION COMMITTEEAppointed by Polemarch during Election Process

Committee Name: Nomination

Committee Chairman: TBD by the PolemarchCommittee Members: TBD by the Polemarch and the Committee Chairman

Type: Ad Hoc; Authorization: By-Laws, Article VII

Purpose: The committee reviews and makes recommendations regarding chapter member nominees who are qualified to serve as chapter officers, board members, and committee chairmen. The committee chairman will present a report to the membership concerning nominations and elections.

Procedure: The members of the Nominations and Elections Committee are selected by the Polemarch at the February regular meeting. The Polemarch will also select seven sustaining members to form the committee.

Committee Chairman’s ResponsibilitiesFebruary

- Review the Policies and Procedures for the Nomination Committee with the committee members.

- Develop a schedule to includeo receipt of nominationso notification of candidates of the election dateo refer names of members not selected to the Polemarch for consideration for

committee assignment

Committee ResponsibilitiesMarch

- Review a “short list” of candidates for each position.- Develop a slate of qualified candidates to be presented at the April regular meeting.- Consider the discussions related to potential nominees to be confidential. Committee

members are prohibited from disclosing information pertaining potential and final nominees to the membership.

-

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Elections: Process will be conducted IAW Chapter Bylaws.

Candidates shall be elected at the May regular meeting by plurality of votes cast.

Criteria for Selecting Candidates

- Candidates for a chapter position must be financial and in good standing.- Candidates must have the skills needed for the position and demonstrate a

commitment to the chapters’ goal.- Committee must look for a mix of “senior” and new members.- Candidates must be available to attend regular or call meetings.- Committee members are not eligible for an office during their tenure.- Only one candidate shall be selected for each position.- Candidates for Exchequer need experience with financial plans, worksheets, and

budgets.

SUGGESTION

Encourage new brothers to serve on committees and become candidates for elected positions. (A wonderful professional development opportunity.)

No Funds Required

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D-20

RECLAMATION COMMITTEE2012-2013

Committee Chair: Ken RomneyCommittee Members: Asa Jenrette, Ike Jones

Mission: Develop and institute a reclamation program that identifies inactive brothers, target them and invite them back into the fold. Maintain a record of those contacted for future reference..

Year 2011-2012 Accomplishments: - Identified and contacted more than 30 inactive brothers.- Mailed/emailed more than 26 “Welcome Packets” to inactive brothers.- Held the first annual Undergraduate Reclamation Forum in the Hampton Roads area.- Updated the Reclamation Roster. - Developed a reclamation process that will systematically target inactive members of

the fraternity.

Year 2011-2012 Goals and Objectives:- Continue to aggressively identify inactive brothers in the Hampton-Newport New

/Peninsula area- Use various means to contact inactive brother- Ensure each brother contacted receives a “Welcome Packet”- Ensure brothers contacted receive monthly invites to our monthly meetings- Expand the Annual Undergraduate Reclamation Forum to include all local

universities in the Hampton Roads area

Expected Budget: FY 11/12: $ 200.00- Fund “Welcome Packet” mail outs, - Fund Undergraduate Reclamation Forum- Printing and copying cost for Welcome Packets


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D-21

Fellowship Committee2012-2013

Committee Chairman: Charles “Good Chuck” BoazCommittee Members: Chris Belton, Gary Cobb, David Johnson, Eugene Johnson, Ross Snow, Ken Swanson. New member: Miles Davis

Current Year 2011-2012 Accomplishments:- Coordinated and hosted Chapter Founder’s Day Celebration at Salt Ponds Marina

Resort on 5 Jan 2012. Attendance – 30 (+) Brothers- Coordinated participation at the Virginia Founder’s Day Banquet hosted by the

Fredericksburg (VA) Alumni Chapter on 20 - 21 Jan 2012. Attendance – 20 Brothers- Coordinated participation at the seventh National Founder’s Day held in Memphis

TN2during the weekend of 6 – 8 Jan 2012. Due to limited participation, Brothers made their own arrangements.

Current Year 2011-2012 Accomplishments (cont):- Coordinated discounted tickets for local plays produced by a minority owned

company , Iron Street Productions- Coordinated participation in numerous golf outings and tournaments. Chapter team

participated in the annual Alpha Alumni Chapter Greek Challenge. Hole sponsorship advertised Chapter fundraising activities.

- Coordinated impromptu social gatherings at local restaurants and taverns- Provided notifications of professional and social activities of Province Chapters and

other professional and social organizations - Tidewater Kane Team continued to excel conducting social and mentoring outreach to

local school age children - Tidewater Kane Team distinguished themselves at several step competitions/

exhibitions. 2012-2013 Goals and Objectives:

- Plan and coordinate Chapter participation in local, Province, and Grand Chapter activities

- Coordinate Chapter activities and events at 2013 Conclave (6 - 11 Aug 2013)- Coordinate Chapter participation in two cultural events- Incorporate Guide Right Program activities into event planning- Coordinate step team social outreach and competitions- Notify Brothers of social and networking opportunities- Expand partnership with Senior Kappa/ 50 Year Brothers- Continue development of fundraising Step Team Competition to support Guide Right

Program and/or Kappa Kardinals Athletic Program- Implement formal Brothers Night Out (quarterly)

2012-2013 Budget: $1,200 (no increase) Note: Participation in one paid team athletic event; programmed step team cost (TBD); seed money that is replaced after direct cost are collected from participantsChapter Approved for 2012-2013: $700

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D-22 PENINSULA PAN-HELLENIC COUNCIL

(PPHC) REPRESENTATIVE2012-2013

Committee Name: Peninsula Pan-Hellenic Council (PPHC) Representative

Committee Co-Chairman: Brothers Pace & Davis

Purpose: Provide information concerning accomplishments for FY 11-12 and the budget requirements for 2012-2013.

Chapter representatives: Brothers Pace and Davis

Current Year 2011-2012 Accomplishments:

- PPHC awards banquet, Nov 10, honoring Brother Darryl Robinson. Excellent turnout of twenty brothers and guests.

- One brother attended the Pan-Hell cookout June 2, 2012

Expenditures: $75.00 dues; $60.00 Banquet for nominee and guest

Projected Activities for 2012-2013:

- PPHC Awards banquet: November 10, location TBD- Recognition of the active members chapters nominee for Chapter’s Soro/Frater of the Year.

- PPHC Family cookout: Normally the first Saturday in June.

Comments: Chapter participation in PPHC has remained consistent with outstanding representation at the PPHC award banquet and poor participation in the annual cookout.

Operating budget:

- $75.00 PPHC annual dues- $75.00 hosting- $80.00 (T) for chapter nominee and guest for the PPHC awards banquet.


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D-23OUTREACH

2012-2013

Committee Chair: Anthony GarnerCommittee Members:

– Brother E. Pinckney– Brother Joseph Guy– Brother James Sears

Mission/Purpose: Expand the influence and visibility of our Hampton-Newport News (VA) Alumni Chapter, KAPPA ALPHA PSI Fraternity, Inc. through community service and other activities to the Denbigh and Williamsburg communities. Establish enduring partnerships with civic, commercial, charitable, and other organizations to build a better community and advance the long term goals of our great fraternity and local chapter. Assist with the transition of financial members of KAPPA ALPHA PSI, Fraternity, Inc. to their new area of residence by establishing contact with the gaining local chapter.

Vision: The outreach committee will seek every opportunity to advance the long term goals of our chapter through the development of partnerships with key education, civic, and other organizations either by expanding upon existing programs such as the Guide Right, Public Relations, and Programs and Development or recommending and developing new programs to achieve our agreed upon goals. Through initiative and action we will demonstrate to all our commitment to improve the Denbigh and Williamsburg communities and therefore enhance our influence and invisibility. At all times, our actions will serve as role models for others to emulate as we go about the business of KAPPA to accomplish our agreed upon goals.

Engagement Plan: To ensure all activities contribute to the positive growth of the Denbigh and Williamsburg areas by first understand the environment and needs of the local community, building rapport and support through actions not words, earning the trust of the community through deeds not words, and establishing a sustainable outreach program consisting of the phases mentioned above. Actions shall include coordination and action with the following:

- Charity Organizationso Adopt or assist a sheltero Example would be holiday baskets, time, or simple donations such as hygiene

products (soap and shampoo)o Kappa coat drive & partnership with local business (DEC10)o Can food drive with local commercial or other leaders

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- Strategic Engagement Eventso Coordinate participation in local paradeso Coordinate participation in March of Dimes, Breast Cancer Awareness walks,

and other charitable eventso Participate in any community midnight

- Educational Systemo Coordinate with all local high schools to inform them of our scholarship

program- Wounded Warrior Program

o Coordinate with the Ft. Eustis Wounded Warrior Program to see if we can offer

o Chapter VA Hospital support visit- Identify opportunities to work with other Greek and social organizations to improve

our communities

Current Year (2011-2012) Accomplishments- Donations to three (3) different shelters- Supported Big Brothers/Big Sisters of the Greater Virginia Peninsula Bowling for

Kids- Supported Menchville Shelter Fundraiser

Proposed Activities for fraternity year 2012-2013:- Increase support to local shelters- Increase participation in Newport News community events- Support the Fort Eustis Wounded Warrior Program- Integrate Outreach calendar with other committee calendar events

Requested budget for FY 2010-2011- Registration for parades and other high value events $300- Supporting one to two events at homeless shelter $200- Supporting Wounded Warrior Program $200- Supporting one event at a local boys & girls club $100

o (Newport News, Denbigh and Williamsburg)

Budget Allocation – 2012-2013: Total: $800


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D-24Achievement Foundation

2012-2013

Foundation Chairman: Brother Roland White

Status of Chapter Support to the Foundation

Fraternity Year 2011-2012

o Chapter Donation: $13,600.00:

Funds were expended on scholarship

Guide Right (Kappa League)

Athletic Association

Christmas Basket

Note: Foundation fronted $4,500 for 2012 Kasino Expenses

Funding Requested for Fraternity Year 2012-2013

o Chapter Donation: $18,000.00:

Anticipated use of funds: Support -

Scholarship

Guide Right (Kappa League)

Athletic Association

Thanksgiving/Christmas Basket

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