Omega Psi Phi Fraternity, Inc. 12th District Keeper of ... FDCM Minutes - 9/30/17 Page | 1 Omega Psi...

2017 FDCM Minutes - 9/30/17 Page | 1

Omega Psi Phi Fraternity, Inc.

12th District

Keeper of Records & Seal

Ronan K. Hill (Tau Tau Chapter)

5547 E. Monlaco Rd, Long Beach, CA 90808-2654

Home - (562) 496-0407 Mobile - (562) 618-4595

[email protected] [email protected]

Subject: 2017 Fall District Council Meeting, September 30, 2017.

Hosted by Zeta Rho, Inglewood, CA

I. Meeting Call to Order, Opening - Brother James Walker, 12th DR at 9:00 AM, PST.

II. Opening Prayer – Brother Michael Brown, District Chaplain.

III. Welcomes by Brother Tim Melton, SoCal Area Rep, Brother Frank Harris, Basileus Zeta Rho

Chapter.

IV. Roll Call

DISTRICT OFFICERS

DR – James Walker P DKRS – Ronan Hill P Chap. – Michael Brown P

1VDR – Dennis Martinez P DKF – Tim Waters P 72nd DM – Joshua Ekandem A

2VDR – James Harris P DC – William E. Edwards E DDPR – Myron Reed P

IPDR – Fred Alexander P 73rd DM – Donavan Slack P ADKRS – Sondre Bowen P

AREA REPRESENTATIVES

AK – Frank Harris A NorCal – Duane Thomas P MW – Andrew Davis P

Pac NW – Rob Gary Jr A SoCal - Tim Melton P

STANDING COMMITTEES

Civic Affairs -

Kraig Carrere P

Membership -

Kwame Dow P

Social Action -

Sondre Bowen P

History & Archives -

Darroll Love P

Rules -

Ed Young P

Ways & Means -

Raphael Irving P

Violence Prevention -

Joseph E. Marshall A

Fatherhood & Mentoring -

George D. Taylor P

SPECIAL COMMITTEES

Investment Team -

Tim Waters, DKF P

Senior Brother -

Robert Woodson P ELI - Ed Young P

Long Range Planning -

William A. Smith P

Undergraduate Advisor –

Martin Boston E

CHAPTERS

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

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

Epsilon Mu A Epsilon Xi P Eta Alpha Alpha P Gamma Alpha Alpha A

Iota Iota Iota P Kappa Xi P Lambda A Lambda Omicron P

Mu Alpha Alpha P Mu Kappa Kappa A Omicron Nu P Phi Beta Beta P

Phi Iota P Phi Lambda A Phi Omicron P

mailto:[email protected]


CHAPTERS

Pi Chi P Pi Rho P Psi Xi P Rho Iota Iota P

Sigma Iota P Sigma Iota Iota P Tau Alpha Alpha A Tau Tau P

Theta Pi P Xi Gamma Gamma P Xi Nu P Zeta Mu P

Zeta Nu P Zeta Rho P Zeta Tau P Zeta Upsilon P

Quorum is present: 24 of 30 Officers & Committee Chairmen present, 31 of 39 Chapters present (13

required).

V. Minutes of 72nd 12th District Meeting. The Minutes and District Meeting report packet are posted

online. A. Bro. DKRS, moved for acceptance of the Meeting minutes. Seconded. Motion passed with no

unreadiness.

VI. Bro. DR, entertained motion for acceptance of a consent agenda for Committee Reports and Area

Reports. Motion Moved and Seconded.

Unreadiness;

Bro. Ricky Lewis, Tau Tau: Question #1: I have questions for every area rep and the following

unreadiness for committees; Scholarship, Civic Affairs, History & Archives, Membership, Time &

Place, Social Action, Ways & Means, Fatherhood & Mentoring, Investment, & ELI. Answer #1: Bro.

DR, Special Reports, Investment & ELI weren’t apart of consent agenda and the rest can be

addressed.

Bro. Rodney Anderson, Lambda Omicron: Question #1: Can the following be placed under

unreadiness too; Time & Place, Budget and Membership? Answer #1: Bro. DR, Ways & Means are

not included in consent agenda because we do discuss budgetary items, NT&P will give a report

because we have candidates so those committees will be addressed during their place on agenda. For

those area reps and committee chairs mentioned be prepared to answer questions.

Motion Passed.

Bro. DR, entertained motion to accept meeting agenda. Motion Moved and Seconded.

Unreadiness:

Bro. Ricky Lewis, Tau Tau: Please add to agenda, full page ads for the upcoming meetings

(conclave), honorary membership process, Omega life membership regional director position, and

candidate’s forum.

Motion Passed

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

A. District Representative – Bro. James Walker (Sigma Iota).

1. Goals

1. Goal #1: By October 31, 2017 the 12th District Representative will have demonstrated

sound fiscal management as evidenced by accurate disbursement of funds per the

directive of the District; the development & execution of fiscal policies and procedures

that are consistent with current best business practices; and monitoring the budget to

ensure solid financial standing.

2. Goal #2: By October 31, 2017 the 12th District Representative will provide effective

supervision to the chapters of the 12th District in alignment with the fraternity

constitution and by-laws, District-Wide strategic direction.

3. Goal #3: By October 31, 2017 the 12th District Representative will effectively provide

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

4. Goal #4: By October 31, 2017 in collaboration with key District stakeholder, the 12th

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

that will include: Fall Council Meetings (1), Winter Council Meeting (1) and the 72nd


12th District Meetings evidenced by rates of attendance, positive financial gains and

member feedback.

5. Goal #5: Increase the undergraduate presence and viability on college campuses

throughout the 12th District.

2. Past Trimester Actions/Accomplishments:

1. Close Out of 72nd 12th District Meeting

a. Much Appreciation to the District Marshal, Bro. Ekandem and all brothers

involved!

b. Strong positive impact on Portland community;

c. Highest revenue generating meeting in 12th District history!

d. Selection of 75th 12th District Meeting

e. Tau Tau Chapter has been awarded the meeting after consultation with NT&P

Committee and careful consideration of multiple factors.

2. Assessment of 12th District Committee Chairs and Reappointments

a. Social Action Committee – Previous chair was Bro. Keith Barnes (Theta Pi

Chapter). Now, Bro. Sondre Bowen (Phi Beta Beta Chapter). b. Health Initiative – Previous chair was Bro. Shawn Jenkins (Delta Iota Iota

Chapter). Now, Bro. Josh Ekandem (Zeta Nu Chapter).

3. 12th District Leadership Strategic Planning Meeting

a. 76% attendance rate (19/25);

b. Reviewed past years accomplishments/gaps and made course corrections for

FY17-18 to stay in alignment with 3-year strategic goals.

4. 2017 International Leadership Conference

a. Traveled to meeting, but due to unforeseeable family emergency, I was required

to leave.

b. Bro. Martinez stood in my place. Thank you Bro. Martinez!

5. 12th District Chapter File Audits

a. Over the 2.5 years, there has been an uptick with fiscal improprieties (i.e.

misappropriation of funds, comingling of funds, and theft);

b. Committee is being formed to conduct random audits of all chapters within the

12th District;

c. Process will begin starting January of 2018;

d. Fall within scope of duties of the District Representative per Chapter III, Article

I, Section 1g of OPPF Constitution and By-Laws.

6. Chapter Visitations, Area-Wide Activities, & Membership Selection Process – Have

continued as the current processes for each.

7. Membership selection process updates – Because of recent events with MSP paperwork

and funds has led to a proposal of having candidates make payments out to initiating

chapters and then have those chapters pay, wire, lockbox, etc.

8. Authorized the Distribution of Relief Fund to the 7th and 9th District ($1200 respectively)

9. Expulsion of Maurice Page from Kappa Xi Chapter

a. Stole over $30K from the chapter • Expulsion was approved at Supreme Council

Meeting on 9/22/17.

10. Bro. Shamann Walton’s 20 Pearls Campaign

a. Bro. Walton is running for San Francisco Board of Supervisor in District 10

(Bayview Hunters Point);

b. He is looking for support from the 12th District to fund his campaign;

c. Goal of a minimum of $2000;

d. Link for donations is: https://shamannwalton.com/donate/

11. L. Benjamin Livingston Learning Center

a. 12th District making an invaluable imprint in the communities that we serve;

b. Leveraging our existing resources to be a true beacon of light for those less

fortunate;

c. Full presentation to come.

https://shamannwalton.com/donate/


12. ELI Fellows presentation will be given during the day

3. International Updates

1. 2020 82nd Grand Conclave

a. At the 2017 ILS the Supreme Council voted to award the bid to Tampa, FL.

b. A subsequent motion was made and passed to award the 2022 83rd Grand

Conclave to Charlotte, NC. It is important to note that this was the runner up city

to Tampa, FL AND circumvented the process of allowing Districts to bid.

2. Approval of the 81st Grand Conclave Budget

a. Budget based on a total registration of 2250

b. Registration pricing is as follows:

i. Grad. Early Bird Reg - $495.00

ii. Grad. Regular Reg. - $575.00

iii. Grad. Peak Reg. - $615.00 ($35.00 reduction from 80th Grand Conclave)

iv. UG Early Bird Reg. - $375.00

v. UG Regular Reg. - $425.00

vi. UG Peak Reg. - $525

3. Approval of International Undergraduate Summit Budget

a. Meeting Location: Sheraton Atlanta Hotel, Atlanta GA

b. Anticipated Registration: 660

c. Registration pricing is as follows:

i. Grad. Early Bird Reg. - $150.00 (Ends December 9, 2017)

ii. Grad. Regular Reg. - $300.00 (Ends January 13, 2018)

iii. UG Early Bird Reg. - $150.00 (Ends December 9, 2017)

iv. UG Regular Reg. - $300.00 (Ends January 13, 2018)

4. On-Going National International Concerns & Challenges

1. International Headquarters (IHQ) Lease with Friendship Foundation Inc. (FFI)

2. Pending Criminal Charges to be Filed Against Bro. Kelly Shannon (Immediate Past

GKF)

3. Candidates for International Office:

(a) Grand Basileus

i) Bro. Dr. David Marion (current FVGB, 7th District)

ii) Bro. Wesley Jarmon (2nd District)

(b) First Vice Grand Basileus

i) Bro. Kenneth Rogers (current GKRS, 2nd District)

ii) Bro. Ricky Lewis (12th District)

iii) Bro. Willie Hinchen (9th District)

iv) Bro. Sylvester Wilkins (2nd District)

(c) Grand Keeper of Records and Seal

i) Bro. Sedrick Spencer (12th District)

ii) Bro. Vic Bruinton (6th District)

iii) Bro. Mark Jackson (3rd District)

(d) Grand Keeper of Finance

i) Bro. Daniel Jones (current GKF, 3rd District)

ii) Bro. Kenneth Terrell (9th District Representative)

(e) Grand Counselor

i) Bro. Ben Crump (7th District)

ii) Bro. Todd Clemons (9th District)

5. Key Accomplishments Over the Next Trimester

1. Congressional Black Caucus (CBC) Weekend – Supreme Council Meeting

2. Indefinite Suspension of Bro. Kelly Shannon –

3. Fall 2017 DCM

4. Update of all Officer’s Goals


5. Achievement Week Celebrations

6. 2018 Undergraduate Leadership Summit, January 18-20, 2018 in Atlanta, GA

7. Chapter Audits

8. Other Duties as required

9. Xi Gamma Chapter is being re-activated

10. Other UG chapters to on schedule to be reactivated by Spring 2018

2. Motion for acceptance of the report. Seconded.

3. Unreadiness:

Bro. Ricky Lewis, Tau Tau: Question #1: What happens if a chapter is notified of audit

and they inform the auditors that do not wish to participate? Answer #1: That chapter will

not be in good standing. Question #2: Is Brother Page going to pay the embezzled money

back? Answer #2: What we’ve done is activated the insurance working with Kappa Xi

and that will be how they we be reimbursed. Question #3: Is there any way to use the

template of the 7th district to collect MSP dues, they did it turning over $1 million dollars

to IHQ? Answer #3: Yes sir, we can. Appreciate the Uplift. Answer #4: I have an issue

with the abstention on Grand Conclave selection, it can create a negative perception.

Answer #4: That is incorrect in my report, it will be updated. My abstention came on the

2022 budget portion because the lack of review prior to vote.

a) Bro. Dario Loeb, Pi Chi: Question #1: In terms of the auditing of chapters, what is the

turnaround for the chapters to get information to auditing team? Answer #1: The

committee is still working on that Bro. Loeb, but I will say this when auditors are

working with non-profits that they are notified ahead of time stating what is needed to be

ready. Question# #2: Is there audit criteria that is being developed as well? Answer #2:

The committee is working on that as well.

b) Bro. Dr. George Taylor, Zeta Tau: Question #1: How will chapter Basileis be contacted

about pending audit process? Answer #1: The committee will be in communication with

necessary parties Bro Taylor, but what I envision is that there will be a communication to

Basileis, that will state here’s the information needed, with the criteria, please have

information by [X] date. Question #2: What is the issue with the Friendship Foundation

(FF)? Answer #2: It was created to protect the fraternity. This hasn’t happened most

recently. Currently the fraternity is paying $37,000 per month on a property that has less

than 50% occupancy. So why is the fraternity paying $300-$400k on an annual mortgage

of $90k. Many District Representatives have called to revise this relationship with FF.

Bro Taylor, Zeta Tau: Statement #1: I would like the minutes to reflect our sincere effort

to rectify this issue with FF by giving our District Representative the right to petition to

have our IHQ moved back to Washington, D.C.

c) Bro. Rodney Anderson, Lambda Omicron: Recommendation #1: I hope the committee

looks to ways to start the audit process. Coming into someone’s home uninvited can start

things off on the wrong foot. As a recommendation to consider, how about having the

chapters invite the auditors in and everything starts off positive. Questions #1: Is the

district considering expelling Brother Shannon? It seems to be the norm, are we as the

12th District going to recommend that he be expelled? Answer #1: No, we are not going to

make that recommendation. Recommendation #2: The issue for me is with how we are

making the decisions on the district level is the same on the national level. I submitted in

2015 for the district meeting that had all the requirements and it was decided to go

somewhere else. So, let’s be careful when putting out criteria for next time. Point of

clarification there have been 2 members from the 12th holding Grand Office; Brother Iles-

2nd VGB & Bro. Livingston-GB. Bro. DR: Let me say we have processes in place and I

stand by those processes that vet every meeting and proposal that comes our way and that

has happened the last 5 ½ years I’ve been involved in the selection process.

d) Bro. Clifford Jones, Zeta Rho: Recommendation #1 Can the committee consider doing

ongoing random audits on the chapters? Statement #1: Regarding our candidates for


National office, until we get rid of this civil war, North against the South we will never

feel the true warmth of friendship and have everybody in the 12th District support our

brothers. Bro. DR: Brothers lets be reminded that our 12th district is 10 states not just

Northern and Southern California. We must get the support from the Mountain West,

Alaska, and all 3 other areas for our candidates to win.

e) Bro. Corey English, Rho Iota Iota: Question #1: Great work in the giving assistance to the

7th & 9th District, have we done anything for the 3rd District? Answer #1: We will revisit

the assistance for 3rd District after the new budget cycle comes in. Question #2: How did

the district vote on location of Conclaves in 2020 & 2022? Answer #2: We voted in favor

of Tampa, FL. in 2020 and in favor of 2022. Question #3: What is the status of building

IHQ uses? Answer #3: There was a mold exposure incident that shut IHQ done for

several weeks, and is currently back open per presentation received by District

Representatives. This did bring about a proposed building capital fund.

f) Bro. Ronnie Johnson, Lambda Omicron: Question #1: Is there any way to get an official

12th District disaster relief line? Answer #1: There is a special committee we can form to

address this challenge and inform the brotherhood.

4. Motion carried. Report passed.

5. L. Benjamin Livingston Learning Center Presentation

Bro. Ricky Lewis, Bro. Tim Waters, Bro. Fred Alexander, Bro. Sedrick Spencer, Bro. Jalani

Bakari.

The ability to have a physical footprint in the southern California area.

Youth Program, Mandated Programs, & Economic Empowerment Programs

Target area of focus, southern California – number of brothers, finances, etc.

Value of property, $250,000

Vision – is to have a learning center, Omega house, established footprint in Alaska, Pac NW,

Mountain West, Northern California and Southern California, that will make our communities

better. This vision will extend our legacy and further brighten our brand.

Great opportunity for Omega to lead and put our brand on the table when it comes to many of

the social issues today. If the fraternity won’t do, then the 12th District can – will be an

example of all of Omega. The learning center can be that guiding light and the vision of the

district.

Questions / Comments:

Bro. George Taylor, Zeta Tau: Comment #1: I believe this is a great direction for the district

to be taking. Comment #2: Bro. Harvey is doing Vision Centers, with the first to open in

Detroit, MI. If we could consider partnerships it may help the cause along.

Bro. Andrew Davis, Phi Iota: Comment #1: I would like to see more participation from all the

areas of the district that way there is a less steep learning curve overall.

Bro. Charles Ezell, Tau Tau: Question #1: How realistic is it finding property for $250,000 in

the Southern California real estate market? Answer #1: We are looking to get properties at

zero cost, working within our cap of $250,000.

Bro. John Ervin, III, Delta Iota Iota: Question #1: How do we move further towards this goal

and not fail like our last attempt? Answer #1: Bro. DR, Bro. Ervin, I’ll just say we have a

team of experts in each area in the hopes of managing all the components. We also have

history on our side with the hopes of transparency can get us to the finished goal.

Bro. Zephran Hamlin, Phi Beta Beta: Comment #1 I am all for a district wide initiative with

zero cost using the leverage and relationships the fraternity have to purchase a business

property with our letters on it, impacting and extending our legacy.

Jalani Bakari, Pi Rho: Question #1 How many brothers do we have in the Los Angeles area?

Those brothers should make the statement and ask the question, because you hear the district

leadership saying we need to be here. Do we have our leaders back?

Bro. Dennis Martinez, Theta Pi: Statement#1: The overwhelming response from youth

stakeholders has been mentoring and tutoring. We can do that with this initiative!

6. Motion to limit report unreadiness. Seconded.

7. Unreadiness:


Bro. Ricky Lewis, Tau Tau: Statement#1: Brothers, we come for the district council meeting

once, twice a year. We come here to take care of the business of Omega not matter how long

it takes. I’m concerned we are asking brothers to limit their right to having a proper meeting.

8. Motion failed

B. First-Vice DR – Bro. Dennis Martinez (Theta Pi).

1. Past Trimester Actions / Accomplishments

a) Attended the Xi Gamma Gamma Chapter meeting, 8/8/17.

b) Attended the International Leadership Conference in Cincinnati, OH, 8/2 – 5/17.

c) Participated in the Supreme Council Meeting in Cincinnati, OH, 8/3 – 4/17.

d) Participated in teleconference planning sessions for the 73nd District Meeting. (On going)

e) Attended the Southern California Area BBQ, hosted by Tau Tau Chapter, 8/12/17.

f) Attended the Northern California Area BBQ, hosted by Mu Kappa Kappa Chapter,

8/19/17.

g) Attended the Zeta Tau Chapter meeting, 9/2/17.

h) Attended the Northern California Area Meeting, hosted by Delta Iota Iota Chapter,

9/9/17.

i) Attended the Tau Tau Chapter meeting, 9/15/17.

j) Attended the Southern California Area meeting, hosted by Psi Xi Chapter, 9/16/17.

k) Participated in monthly teleconference calls with the 1st Vice Grand Basileus and the

other 1st Vice District Representatives. (On going)

2. Conducted monthly teleconference calls with the 12th District Committee Chairmen. (On

going).

3. Key Accomplishments over the Next Trimester

a) The District Keeper of Finance and I will conduct teleconference initial and refresher

training seminar for all Area Reps and Committee Chairmen regarding the 12th District

Financial Operations Manual and the budget proposal process.

b) I will continue to assist Rho Iota Iota Chapter in their planning and preparation for the

73nd Annual 12th District Meeting

c) I will attend at least two Area meetings and three chapter meetings.

d) I will attend the Southern California Youth Leadership Conference and related events,

October 20 – 21, 2017.

e) I will attend Achievement Week and Founders Day events during the month of November

2017.

f) I will work with the DKRS, the Membership Committee Chair and the chapters to

continue to boost District membership in anticipation of the 2018 Grand Conclave.

g) I will continue to support and advocate for Brothers Ricky Lewis and Sedrick Spencer in

their campaigns for Grand Office in 2018

4. Challenges/Mitigation Plans, Deadlines, Actions Required

Brother Sondre Bowen has been appointed as the new Social Action Chairman. I will work

with him to ensure he is properly oriented and trained for the position. Congratulations

Brother Bowen. There will be other committee and subcommittee re-assignments. I will

ensure they are properly trained and successful in their endeavors for the 12th District


Unreadiness;

Bro. Clifford Jones, Zeta Rho: Statement#1: Just wanted to extend invitation to our annual

Scholarship dinner in June 2, 2018. Over the last 7 years, we’ve given over $60,000 in

Scholarship money. Answer: Bro. Jones, I’ll be there.

6. Motion passed. Report accepted.

C. Second-Vice DR – Bro. James Harris (Zeta Mu).

1. Goals

1. 100% participation (GPA Verification Forms)

2. 100% Contact Forms/ Calendars

3. Assign UGs to committee calls

4. UG Area Service Events


2. Past Trimester Actions / Accomplishments.

a) Reactive UG Chapters within the 12th D.

b) Attend Grad Chapter Meetings (Foster Relationships)

c) Manhood Monday's (Positive representation throughout social media

d) 100% completion of GPA Verification Forms

e) Contact Forms (UG Task Force)

f) Google Calendar Uploads (UG Task Force)

g) Delegate UGs to committees (UG Supreme Council)

3. Key Accomplishments Over the Next Trimester

a) Reactivate more undergraduate chapters within the 12th District.

b) Attend graduate chapter meetings to foster relationships.

c) Promote active participation in the International Undergraduate Summit, Jan. 2018.


a) Deadlines

b) Responses / Communication

c) UG Registration (Financial Needs) D. DKRS – Bro. Ronan Hill (Tau Tau).

1. OFFICER PROPOSED GOALS

a) By 12/31/17 Extend District Dropbox file-share access to Chapter Basileus and CKRS to

download and drop-off District documents. Additionally, we’ll create a file-exchange

folder, were non-public information can be exchanged.

b) By 1/31/18 Create satisfaction survey templates to be administered at (District, District

Council, Area meetings, etc.) to collect feedback from attendees to improve planning and

execution of meetings.

c) Provide monthly membership and chapter voting strength data to District Leadership to

track targeted membership goals

d) Conduct monthly DKRS conference call for Chapters and maintain an average

participation rate of 80%

e) By 10/31/2018, Conduct (3) CKRS workshops and maintain average participation of 60%

of CKRS.


a) Produced Meeting Minutes for 2017 12th District Meeting in Portland, OR.

b) Participated on monthly Grand KRS conference calls.

c) Conducted monthly CKRS conference calls.

d) Processed Chapter Activity & Dues Remittance Reports through 2016-17 3rd Qtr.

e) Published updated 12th District Leadership Contact List.

f) Created and distributed 2017 12th District Meeting survey.

3. Key Activities Over the Next Trimester.

a) Produce Meeting Minutes for 2017 Fall District Council Meeting in Inglewood, CA.

b) Process Chapter Activity & Dues Remittance Reports through 2016-17 4th Qtr.

c) Revised Forms DF53 & DF54 for FY2017-18 and disseminated to Chapter Basileus and

CKRS. We are looking to add link on form for electronic payments.

d) Produce DKRS Scorecard through FY 2016-17 4th Qtr

e) Extend District Google Dropbox access to Chapter Basileus and CKRS.

f) Update 12th District Leadership Contact List – Ongoing.

g) Update 12th District Calendar – Ongoing.

h) Create 12th District Satisfaction survey templates.

i)

4. Challenges/Mitigation Plans / Deadlines / Actions Required

a) Timely submission of Quarterly reports continues to be an issue.

b) Failure in timely reporting will affect chapter activities and good standing.

c)

5. Chapter Activity (Form 37) FY 2016-17 – AUG 31


Contributions Amounts Time

Dedicated

to Programs

Hours

Achievement

Week

$1,865 Achievement

Week

2,083

Scholarships $79,650 Scholarships 2,918

Social Action $17,160 Social Action 7,070

High School

Essay

$1,000 High School

Essay

51

Reclamation /

Retention

$1,770 Reclamation /

Retention

757

CEF $11,000 Health

Initiatives

320

Talent Hunt $4,600 Fatherhood 757

Mentoring $835 Mentoring 1,808

Total $ $117,880 Total Hours 15,764

6. Membership Summary (2016-17) – Thru Aug 31st

a) Active Chapters: 39 - Grad: 33, UG: 6

b) IHQ Financial: 1,122 – Grad: 1,044, UG: 78

c) District Financial: 998 - Grad: 927, Post Grad: 6, UG: 65

d) MSP: 65 - Grad: 38, UG: 27

e) Reclamation: Tau Tau: 13, Rho Iota Iota: 9, Phi Iota: 8, Zeta Upsilon: 7

f) Membership – CKRS scorecard, % growth, and 2018 Conclave Delegate #’s.

7. Motion for acceptance of report. Seconded.

8. Unreadiness:

a) Bro. Ricky Lewis, Tau Tau: Question #1: How many inactive chapters does the 12th

District have and how are they separated? Answer #1: 13 inactive chapters, all being

undergraduate. Question #2: We have chapters that reclaimed 8+ brothers from last year

that haven’t reclaimed at least that many this year? Answer #2: Yes. Question #3: Is that

information disseminated out to those chapters, so they can reclaim those brothers?

Answer #3: No, that information was given to Membership chair and

Reclamation/Retention chairs.

b) Bro. Grieg Boone, Pi Rho: Question #1: Does the 2018 Conclave Delegate column mean

that’s the number each chapter is away from getting next delegate? Answer #1: Bro.

DKRS, That number means the number of delegate votes each chapter would receive if

Conclave were to occur today. Recommendation #1: Maybe chapters can consider

allocating funds from their fiscal budgets to assist members in paying dues to get to the

next delegate number. We must pull out all the stops to get our candidates from the 12th

District a chance to win.


E. DKF – Bro. Tim Waters (Sigma Iota).


a) Goal # 1: By 10/31/18 report year-over-year growth in financial resources available to the

12th District Brotherhood. Generate positive cash flow via optimal budgeting, revenue

growth, expense management, and entry of all financial transactions in our financial

tracking system with supplemented with current variance analysis

b) Goal # 2: By 10/31/18 enhance the 12th District’s current financial tracking and reporting

system via migration to a more robust cloud-based financial and reporting software tool.

c) Goal # 3: By 10/31/18 ensure 100% usage of best-in-class financial tracking and reporting

tools to include continued review and refinement of the 12th District’s Financial Policies

and Procedures Manual and Expense Reimbursement Voucher. In addition, supplement


existing policies and procedures manuals with the publication 12th District Meeting,

Chapter budget development and tracking, and audit procedure tools.

d) Goal # 4: Throughout 2018 enter all outstanding financial entries into the 12th District’s

financial tracking and reporting system, ensuring all transactions are entered in a current

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

outstanding.

e) Goal # 5: Throughout 2018 deposit all funds received within five (5) business days of

receipt and reimburse Brothers within five (5) business days of a DR-approved expense

reimbursement voucher.


a) Worked with the 72nd District Marshal and District Meeting Budget and Finance Chair to

finalize 72nd District Meeting Surplus & Loss Statement

b) Leveraging our District Meeting budgeting tool, supported the 73rd District Marshal and

Budget and Finance Chair in developing the budget. Participated on 73rd District

Meeting planning calls.

c) Updated 12th District Expense Voucher Reimbursement Form.

d) Attended 12th District Strategic Planning Meeting.

e) L. Benjamin Livingston Learning Center: Under the direction of the District

Representative, drafted and developed property assessment tools, developed financial

analysis (source and use of funds), drafted presentation to be shared with the brotherhood,

and attended planning meetings in support of this key initiative.

f) Emerging Leaders Institute: Provided grant proposal examples in support of program

development. Delivered Financial Acumen training to cohort.

g) Attended International Leadership Conference. Registered two brothers and insured

accommodations and transportation for 12th District Talent Hunt Representative.


a) Complete Fiscal Year 2016-2017 Financial Statements and analysis.

b) Begin conversion of Quicken to QuickBooks financial tracking system.

c) Continue supporting the L. Benjamin Livingston Learning Center initiative, completing

assessments of proposed properties, further developing the financial analysis, and aiding

the District Representative in preparing the final recommendation for consideration of the

brotherhood.

d) Continue supporting the 73rd District Marshal and Implementation Team, participating on

planning calls.

e) Begin preparation for 12th District tax filing.

4. Summary / Highlights (Nov 1 – Sep 15, 2017)

(1) To date, our Net Operating Surplus is $16,749 or 112% of plan. NOTE: Excludes

expenses associated with this 2017 FDCM as well as EEJYCS and YLC end of year

donations.

(2) As of September 15, 2017, our balance sheet remains strong with $59,948 in cash

and total assets of $211,963.

5. Summary Income Statement (Nov 1 – Sep 15, 2017)

(1) Total operating income: $77,185.51 with approved budget of $84,105.00 under

budget by ($6,919.45), change from last year of -8.2%.

(2) Graduate Dues - 76% of total operating income year to date. Short of goal by 10%

(3) 12th District 72nd Meeting – Exceeded plan by 132% or $6,586.

(4) Economic Development (Net) - Contributed very modest income but validated a

good future business model.

6. Omega Takeover (Las Vegas, NV) – Aug 4,2017 – Revenue $1,478 – Expenses -$355.94 =

Profit $1,22.06 /Split between 12th District (60%) and Beta Mu Mu (40%). Note: Branding

Fee for “12th District of Omega Psi Phi Fraternity, Financial opportunity for local chapter


provide support to 12th District initiative, Minimal “heavy lifting” by DKRS and DKF as

compared for example to 2016 Conclave Mansion Party.

7. Operating Expense Breakdown (1)

District Officers and Area Representatives – In aggregate, 20% under budget.

(1) District Keeper of Finance: 29% over budget. $3,146.26 or which $2,732.49 (79%)

were to attend incremental meetings as directed by the 12th District Representative:

Three (3) 72nd District Planning Meetings, One (1) 73rd District Planning Meeting,

and 2017 UGLS.

(2) District Marshal: $980 or 98% over a shared budget of $1,000. 73rd District

Planning Meeting and Strategic Planning Meeting. Budget increased in 2017-2018

by $500.

8. Operating Expense Breakdown (2)

Committees & Other – In aggregate, 22% under budget

(1) District Council Meeting: Exceeded budget by 40%. 12th District “Community

Conversation” and Reception for Brother William Scott, Chief of Police, SFPD

during 2017 WDCM. Cost split with Young Community Developer.

(2) Other Expenses: Includes $2,400 for donations of $1,200 each to the 9th District

and the 7th District to aid brothers with Hurricane Harvey and Hurricane Irma

respectively.


10. Unreadiness:

a) Bro. Ricky Lewis, Tau Tau: Question #1: Where are we keeping the NOLA $575 MSP

registration assessment for the new initiates? Answer: In the Chase account. It shows on

the balance sheet both as an asset in cash and as a liability to be paid. Question #2: How

many brothers does that equate to in terms of numbers of registrations? Bro. DR, We’ll

get back to with the number of registrations that equates to, that’s a Brother Hill question.

Bro. DKRS, 25 new initiates meeting fees as of 9/30/17. Question #3: Who eats the

overruns in the budget line items? Answer #3: The District will eat the budget overruns.

Question #4: What happened to the money going to undergraduates for the march down?

Answer #4: An amount of that money for march down was positioned, under Bro.

Alexander’s administration, for the Ted Agu Scholarship Fund to be given to the winning

chapter of the march down for their designated scholar. Lewis Question #5: When is that

scholarship given out? Answer #5: Typically, it’s been up to the undergraduate chapters

to have candidates submit the bids through the scholarship process the 12th District has

and once they’ve submitted and been vetted the scholarships are awarded. What’s

happened in the past is chapters haven’t been submitting their candidates. But your point

is well taken.

b) Bro. Grieg Boone, Pi Rho: Question #1: Would it help in the auditing if the switch of

accounting systems, of Quicken to QuickBooks were extended down to the chapter level?

Answer #1: Yes, functionally it would, it would then be a question of economics

associated with that move, along with the training.

c) Bro. Andrew Davis, Phi Iota: Question #1: Where there any other associated fees with

Omega Takeover, like travel, or special event checklist, etc.? Answer #1: No, because of

the trademarking of Omega Takeover we were able to charge a licensing fee and get a

percentage of ticket sales associated with Omega Takeover event. Question #2: So, will

this be a task given every year to get funding opportunities? Answer #2: This is an

outcome of Economic Empowerment and will be something done every year at every

opportunity.

d) Bro. Corey English, Rho Iota Iota: Question #1: Who receives the travel points when

brothers conducting the business of Omega? Answer #1: The brothers can utilize them.

Question #2: Can we pool those points to offset the travel budget expense or have to use

in case of emergency? Answer #2: There might be some challenges in terms of use of


credit cards and creating buckets for different uses, but we can revisit the use of points

and their distribution.

e) Bro. Sondre W. Bowen, Phi Beta Beta: Question #1: Where will the L. Benjamin

Livingston Learning Center show as a line item expense once it’s up and running?

Answer #1: It will probably have to have its own section. Question #2: So, when all 5

regions have learning centers, conceivably all having their own sections? Answer #2:

That would probably work best to keep everything concise and transparent.

f) Bro. Dennis Martinez, Theta Pi: Question #1: Where are we with the reimbursement to

the Pi Rho candidates and/or chapter? Answer #1: There is a 60-90-day process with the

bank, but the candidates signed an affidavit stating once the funds return we will have

them turned over to the district. Question #2: Is there any advantages or disadvantages

with having a 501-c run the learning centers? Answer #2: We are currently discussing the

best ownership structure and will report back to the brothers during the February council

meeting.


F. District Counselor – Bro. William Edwards (Tau Alpha Alpha).


a) Goal #1: Continue to assist the District Representative with tasks and assignments when

requested.

b) Goals #2: Assist Chapter leadership with questions concerning the operation of their

chapters as relates to state and federal regulations, fraternity rules and policies, or the

development of sound legal agreements with third parties.

c) Goal #3: Seek opportunities to collaborate with IHQ and other Districts’ leadership on

projects that are beneficial to the Twelfth District.

d) Goal #4: Visit more chapter meetings and events throughout the District.


a) Investigated embezzlement charges against a chapter officer, and made a report to the

District Representative regarding disciplinary alternatives per the member code of

conduct

b) Participated in several District Counselor conference calls with the Grand Counselor to

discuss upcoming changes in the new Fraternity insurance policy, and to express issues

and concerns with the newly implemented changes to the Fraternity Constitution.

c) Assisted in negotiations and drafted a licensing fee agreement between the District and an

event promoter for the use of the District’s name and resources to promote an event in

Las Vegas.

d) Attended the Omega Leadership Conference and Supreme Council Meeting in Cincinnati.

e) Worked with the Fraternity Insurance Representative regarding the filing of two claims.

f) Drafted an assignment of rights document for MSP candidates whose MSP funds were

stolen.


a) Prepare first draft of a formalized legal policies and procedures manual.

b) Attend annual District Counselors’ Training.

c) Fully implement the online processing of the Special Event Checklist through

www.oppf.org

d) Research and address developing legal issues with the District.

4. Challenges/Mitigation Plans / Deadlines / Actions Required.

a) As laws vary by state to state, not all chapters will have access to the same information or

have the same requirements under the law. As such, the draft Legal Policies and

Procedures Manual will need revisions during the first few months until each chapter has

its unique legal requirements addressed within the manual.

b) The online SEC systems requires a certain degree of technical proficiency to upload

required documents, and pay fees. Until each chapter has a person trained on the system,

http://www.oppf.org/


implementation may be slower than desired. I will commit to train chapter designees as

needed

c) As I interact with chapters, I closely monitor trends and frequently asked questions.

Sometimes these questions raise new legal issues that are not clearly addressed in our

policies and procedures or governing documents. When this occurs, I address the issue

with the grand counselor, and make appropriate recommendations to the DR and affected

chapters. I will continue to stay aware of developing legal issues within the District. G. IPDR, Bro. Fred Alexander (Alpha Rho).


a) Fulfill special projects as designated by the District Representative

2. Past Trimester Actions / Accomplishments

a) Work on D.R. Council

b) Led “Enriching Team Building Competences” webinar for ELI program

c) Participated in 12th District Executive Conference Calls

d) Participated in 12th District Representative Council Conference Calls

e) Participated on the L. Benjamin Livingston Learning Center (LBLLC) planning

committee

3. Key Activities Over the Next Trimester

a) Work on LBLLC project. Collecting of information will be my primary task

b) Begin hotel negotiations and contract for 2020 district meeting being hosted by Tau Tau


5. Unreadiness;

a) Bro. Andrew Davis, Phi Iota: Recommendation: May be able to leverage the position of

the Divine 9 to lower hotel room rates if we choose to do so. Answer: Thank you we can

consider that position.

b) Bro. Dario Loeb, Pi Chi: Question #1: Are you saying we can have each Divine 9

organization use the hotel and use that position as a bargaining factor? Answer: Yes.


H. 72nd 12th District Marshal, Bro. Joshua Ekandem (Zeta Nu).


a) Ensure that the BUSINESS of Omega is taken care of at the Host Hotel at the 72nd

District Meeting by serving as primary implementation leader for the 12th District mtg.

Serve as the point of contact for all details regarding planning and execution for the

meeting.

b) Have a successful meeting by BROTHERS of Omega have the time of their life in

Portland at the 72nd District Meeting as evidenced by attendance from the brotherhood,

positive feedback.

c) Give back to the local COMMUNITY and engagement at the 72nd District Meeting

through our Talent Hunt Program, the Youth Leadership Conference Just Hall, and our

Economic Empowerment, and Health Initiatives.

d) Create a meeting that is PROFITABLE for the Massive and Progressive 12th District.

e) No Later than 90-days after the 72nd 12th District meeting, the District Marshal will

provide a FINAL REPORT outlining lessons learned.

Projected

Registrants

Actual Registrants Actual Paid

Registrants

Percentage of Goal

303 303 329 100%

Projected Golf

Registrants

Actual Golf

Registrants

Difference Percentage of Goal


40 24 16 54%

Total Projected # of

Souvenir Ads

Actual # of

Souvenir Ads

Difference Percentage of Goal

55 48 7 87%

Projected

Sponsorship

Actual Difference Percentage of Goal

$3,000 $18,000 $15,000 600%

REVENUE EXPENSES NET SPLIT

(District / Zeta Nu)

$39,937.05 $16,764.95 $23,172.10 $11,586.05

2. Past Trimester Actions/Accomplishments

a) Finalized Financial/ Budget Reconciliation & Results

b) Confirmed Distribution of District Meeting Survey to 12th District Registrants

c) Generated 72nd District Meeting Post-Mortem Report

d) Providing brothers of Rho Iota Iota templates and best practices

3. Key Accomplishments over the Next Trimester.

a) Continue to assist Bro. Slack and the 2018 District Meeting Committees to ensure a

successfully executed 73rd Annual 12th District Meeting in Long Beach, CA


a) 30 days behind on 72nd District After Action Report. However, completed and no action is

required


6. Motion passed without unreadiness. Report accepted.

73rd 12th District Marshal, Bro. Donavan Slack (Rho Iota Iota).

7. OFFICER PROPOSED GOALS.

a) Goal #1: Execute a SUCCESSFUL 73rd 12th District Meeting, enjoyed by Brotherhood.

Maximizing participation by increasing registration numbers, and to receive positive

feedback from Brothers in attendance.

b) Goal #2: Have the most PROFITABLE meeting the Massive and Progressive 12th

District has ever experience. Capitalizing on corporate partnerships and create numerous

activities for Brothers, Family, and Friends can enjoy.

c) Goal #3: Engaging the local COMMUNITY to participate in our 73rd 12th District

Meeting: Talent Hunt, Just Hall (STEM), Youth Leadership Conference, Health Initiative,

and Career Fair. Leverage LB Visitor Bureau to assist in finding schools, businesses,

organizations, and local council meeting. Then visit these neighboring schools,

businesses, organizations, and local council meetings to capitalize on maximizing

community participation.

d) Goal#4: Ensure the BUSINESS of Omega is executed at the Host Hotel for the 73rd 12th

District Meeting by serving as primary implementation leader for the 12th District

Meeting. Serve as point of contact for all details planning and execution for the meeting.

e)

Key Metrics Budget (Average

last 4 years) Actual as of

9/25/17

Percentage


Total Registrants

(Include Comps) 425 418 98%

Registrants for

Alaska 11 19 90%

Registrants for Pac

Northwest 25 27 92.5%

Registrants for

Mountain West 45 44 97.77%

Registrants for

Northern California 96 81 84%

Registrants for

Southern California 220 242 110%

Total Paid

Registrants 395 407 103%

Quettes 50 28 56%

8. Past Trimester Actions / Accomplishment

a) Begin bi-weekly calls to properly plan for the 73rd 12th District Meeting

b) Drove marketing push to surpass our actual early-bird registration goal by 52% (160 >

305) as well as met our target registration goal of 395, which include 40 undergrad

registrations.

c) Executed addendum contracts with hotel (increasing room block), and supplemental

support (transportation)

d) Solidify UG Luncheon Keynote speaker

e) Created theme that describes our goal for this 73rd 12th District Meeting: “Bridging the

Bond of Friendship through Social and Economic Empowerment”

9. Key Activities Over the Next Trimester

a) Secure and confirm corporate partnerships to help drive the overall profitable success of

our 73rd 12th District Meeting. Our goal is to receive $15k in corporate

sponsorships/donations.

b) Promote 73rd 12th District Meeting at Fall District Council Meeting, Area Meetings

(Pacific NW, Mountain West, Northern Cal, and Southern Cal), and Winter District

Council Meeting

c) Begin the 2nd Quarter (Secure Items Phase) of our 73rd 12th District planning meeting.

d) Execute contracts of all the remaining venues for our 73rd 12th District Meeting events.

e) Promote souvenir ad booklet


a) Timeliness of Brotherhood participation and support

b) Secure Local Media coverage for the duration of the 73rd 12th District Meeting

c) Locating overflow hotel for the 73rd 12th District Meeting


12. Unreadiness:

a) Bro. Ricky Lewis: Question #1: Will the theme be for the entire district meeting; YLC,

Founders Banquet, Undergraduate luncheon, etc.? Answer #1: Yes. Question #2: Have

you solidified a speaker for the UG Luncheon? Answer #2: Yes, Bro. 2nd Vice Grand

Basileus, Cody Charles. Question #3: What about the speaker for the Founders Banquet?

Answer #3: We have not yet secured a speaker. Question #4: Have we’ve invited the

Grand Basileus yet? Answer #4: No formal invite yet. Question #5: How will brothers be

transported from LAX to Long Beach? Answer #5: We will secure a charter bus to

transport brothers, at no cost to brothers. It will be minimal cost to district due to prior

relationships built with company. Question #6: How do brothers and/or chapters reserve


suites at host hotel? Answer #6: Speak with Bro. Slack (Suites start at $495 per night)

Question #7: What is cost per night with tax for room? Answer #7: Approximately $172

per night. Question #8: What is the cost of ad for souvenir book? Answer #8: $150 for

page, $250 for 2 pages, and $300 for 3 pages. Question #9: Is there in/out parking?

Answer #9: Yes. There are two options. $22 for all day, in/out, or $17 for day and no

in/out access. Question #10: How likely will there be a need for an overflow hotel?

Answer #10: Very likely.

b) Bro. Kwame Dow, Tau Tau: Question #1: What is date of the next registration price

increase? Answer #1: Pre-registration ends October 31, 2017 at $175. Regular registration

period begins, November 1, 2017 - $210, that fee ends February 24, 2018. Late

registration will happen, February 25, 2017 – April 22, 2018 - $250. Question #2: What

happens if website experiences an influx at the midnight hour and crashes, how will

brothers be accommodated? Answer #2: Our team will be on standby and brothers can

contact us to get registration in before deadline increase. Recommendation: If I can be

any help with the career fair, which I think is a great idea, let me know. I have contacts

that would be helpful in participating.

c) Bro. George Taylor, Zeta Tau: Question #1: What is your plan to increase registration

from those areas outside of southern California? Answer #1: Part of the plan is to travel to

those regions, speak to the chapters in those areas encouraging brothers to register. We’ve

also sent out regular reports to Area representatives letting them know where the numbers

are and where they should be.

d) Bro. Grieg Boone, Pi Rho: Question #1: Do we have the room rate at a week day rate?

Answer #1: Yes, the room rates are secured at week day rates?

e) Bro. Charles Ezell, Tau Tau: Question #1: How does the career fair work in terms of

economics, will there be a charge to employers, public, etc.? Answer #1: We are hoping

to generate revenue from sponsorships from those companies participating.

f) Bro. Duane Thomas, Sigma Iota: Recommendation: We will be sponsoring $1k to the

YLC at the District meeting and recommend chapters to match or do what you can to

support YLC or other programs during our District meeting.

g) Bro. Charles White, Psi Xi: Question #1: Where can we get contact information for

Quette Package and Golf Tournament? Answer #1: Please contact me, District Marshal –

Bro. Slack at 3236291272 or email [email protected].


I. District Chaplain, Bro. Michael Brown (Eta Alpha Alpha).

1. Officer Proposed Goals.

a) 1. Keep 12D ‘Inclusive and Inspiring’ in weekly National Prayer Calls. ‘Link ‘Message

of Encouragement’ with DKRS monthly email blasts.

b) 2. Chapter Chaplains: ‘Christianity Comparison To OPPFI’ chart. Also, give ‘White’

gloves to new ‘Initiates and Reclaimed’ Brothers.

c) 3. Seek new Themes for future ‘Spiritual Revivals’.

d) Increase ‘Spiritual Revival’ attendance to 100!

e) Prepare ‘Chapter Chaplains Training’ presentation (Pt-2).

f) Establish 12D Chaplain Committee of ‘three’.


a) Prepared and Presented ‘Spiritual Revival: Brother-2-Brother in Christ’, 72nd 12D Mtg.

Theme: “Omega Man, Have You Met Your Calling?” Bible Studies: “Knowing GOD’s

Calling”. Memorial Service Sermon: “Be GOD’s Chosen People”

b) Brought 300-pr of ‘White’ gloves to 72nd 12D Mtg. Distributed to chapter reps as

needed during ‘Spiritual Revival’ and ‘Bible Studies’


c) Lead ‘4th Sunday Bible Study Call’ 4-Part Series: “HEALING”. ‘Lead and Participate

Week Day and 1st Sunday ‘National Prayer Call’

d) Contacted family members of Brothers entering ‘Omega’ Chapter.


a) Lead and Participate on the ‘National Prayer Call’ multiple times monthly

b) Lead 4th Sunday 12D Bible Study on relevant topics to the Brotherhood.

c) Work with the D-Chaplain Committee members, ‘improving’ chapter spiritual leadership

4. Challenges/Mitigation Plans/ Deadlines / Actions Required

a) Prioritize and encourage 12D Leadership and Chapter Leadership participation in NPC,

12D Sunday Bible Study Call, and Spiritual Revivals participation

b) Work with G-Chaplain and D-Chaplains to ‘share best practices’ > grow 12D toward

‘spiritual maturity’

c) Engage 12D members on a personal level... ‘Uplift and Encouragement’... by 2017 year-

end

5. Motion for acceptance of report. Seconded

6. Unreadiness;

a) Bro. Duane Thomas, Sigma Iota: Question #1: When a brother goes on to Omega chapter,

what is the process of recovering items that need to go back? Answer #1: There isn’t a

written procedure in the 12th district, maybe on the National level. But I will check on

that. Question #2: When should we wear the white gloves during Memorial Service?

Answer #2: Good question and I’ll try to answer with a simple response, when the body is

present. No body, No gloves!


J. District Director of Public Relations – Bro. Myron Reed (Mu Alpha Alpha).


a) By October 31, 2018, The DDPR, Web/IT and DKRS will execute measures

and deliverables to drive increased traffic and interactive engagement to

and with the 12th District website.

b) By October 31, 2018, complete quarterly “Tech Talk” conference calls.

c) October 31, 2018, conduct in-person, online and via conference calls, PR

workshops with 50% of 12th District chapters participating in at least

one workshop by October 31, 2018.

d) Direct submission of 12th District content to Editor of The Oracle

Magazine and publish recurring 12th District Newsletters in alignment

and coordination with Oracle content submission deadlines.

e) By October 13, 2018, Formulate a brand strategy.


a) Facilitated 12th District content package to Editor of the ORACLE resulting in good

coverage in the Fall 2017 publication.

b) Provided content and facilitated update 12th District website content.

c) Convened conference calls to map out plan for further enhanced & updated

website content and format for 12th District website.

d) Formally connected with Brother Jason Jones, professional journalist and social media

subject matter expert to support DDPR and Web/IT Chair.

e) Engaged additional expertise and support from Brother Jason Jones leveraging his

background as professional journalist and social media subject matter expert to enhance

12th District communications efforts.

f) Attended “Omega Brand” session at Leadership Conference, August 2017 facilitated by

Brother Rushion McDonald, Brand Architect. Have continued dialog with Brother

McDonald via LinkedIn.



a) Facilitate DDPR and Brand Workshop during Fall 2017 District Council Meeting.

b) Ongoing Tech Talk conference calls with Brothers Davis, Web/IT Chair, Brother Jones,

Journalist/Social Media Subject Matter Expert. Add others as needed. Goal/output will be

enhanced and more engaging content to drive higher traffic.

c) Publish Fall 2017 12th District Newsletter, target date late October – early November.

Upgrade formatting on 12th District Newsletter.

d) Better engage Area Representatives to assign Area POC’s to drive more content from

throughout entire District.

e)

4. Challenges/Mitigation Plans / Deadlines / Actions Required.

a) Gathering content from all Areas for conversion to be included in Newsletter, digital

platforms.

b) Grasping and managing the formidable task of defining, refining, packaging and

communicating the Omega Brand.


6. Unreadiness:

a) Bro. Ricky Lewis, Tau Tau: Question #1: Why so long of a wait on implementing the

Brand Strategy of Omega? Answer #1: This is going to be a longer process due to the

need of having feedback from the brotherhood. For example, today we will have a

branding workshop, give information and get feedback and this move us forward in

identify brand strategy. Question #2: Have we looked at other brands to pick what works

well and incorporate into our own brand strategy? Answer #2: At this time, no we

haven’t, but we will start to look in those directions.

b) Bro. Andrew Davis, Phi Iota: Question #1: Is there a way to filter down the format and

look of the district website to the chapters so there is some uniformity and when we

present ourselves we have one look? Answer #1: We have looked into doing something

like you mentioned with the Omega Takeover site. This site could link all the chapters of

the district, with one look and feel. Postings of events, making payments all of these

actions could take place through this one site. Challenge is we have 39 active chapters

and they all have to commit to using the site.

c) Bro. Duane Thomas, Sigma Iota: Question #1: What is the process of accessing the

district website? Answer #1: The current process is brothers wanting access to website

must submit name for access, turnaround is usually 5-7 business days. Same process with

reset. The issue is we get a large number of phishing and it backlogs the review process.

Question #2: what is the status of the Omega Takeover trademark, a search on internet

shows a number of districts using the term on their websites, will we be able to charge for

the use? Answer #2: We have filed the necessary paperwork, by Bro. Edwards, to have

control of trademark and we will be able to issue licensing fees for those who use the term

Omega Takeover after the trademark takes effect.


VIII. Lunch Recess at 12:00 Noon.

IX. Consent Agenda

A. Bro. DR entertained a motion to accept the following report as posted as part of the consent

agenda:

1. Area Reps

2. Committee Reports

Civic Affair

History & Archives

Membership

Nominations, Time, & Place

ELI

Investment

Social Action

Ways & Means


Fatherhood & Mentoring

Violence Prevention

B. Motion moved and Seconded.

C. Unreadiness:

1. Area Representatives Reports

a) Bro. Ricky Lewis, Tau Tau: Comment (Area Reps): I’m concerned that the area

representative reports have no mention of membership as it relates to national elections

were we have 2 candidates but no mention of how were are mobilizing to get myself or

Brother Spencer elected.

2. Committee Reports

a) Bro. Ricky Lewis, Tau Tau: Question #1 (History & Archives): In terms of the date

deadline, of May 2018, how are we in request for submitted information for history &

archives; 25%, 30%, 75%? Answer #1: None from this recent cycle of requests, where as

we had 10 of the 39 chapters respond previously.

b) Bro. Ricky Lewis, Tau Tau: Question #1 (Membership): What number do we have to get

to, in membership, to get to the 150-delegate threshold for the Grand Conclave? Answer

#1: 1,500 financial members in the 12th District will get the 150 delegates. Question #2:

What are we going to do to attach all the negative percentages as it relates to our

membership currently compared to previous membership numbers? Across the board

most chapters are under in terms of membership from previous years. Answer #2: We’ve

asked leadership in chapters to commit to having brothers pay dues earlier than later,

November 1, 2017, to be exact. We’ve created a membership invoice, to be sent out to

chapters to give to their chapter members after paying dues for the upcoming year. This is

motivation and accountability tactic. This with informing area reps of the numbers in their

respective regions can assist in getting us to our membership goals. Question #3: You

mentioned a project that was to be completed by June, what is the status of that? Answer

#3: Working with Retention chair, Bro. Brinson who thought it would be a great idea, to

create a Welcome Back packet, where brothers could have access to pertinent

information, like District officers, meeting times, chapter officers, etc. to assist brothers in

getting acclimated in Omega business. Question #4: And that will be distributed when?

Answer #4: We are looking to have that out by November. Statement: We, as the

Membership committee will also be updating and placing MSP forms on the district

website. Additionally, we will have the MSP test available, likely Nov. 1st. We are also

looking to use the website to have brothers take the annual district test, independent of the

regular MSP calls.

c) Bro. Ricky Lewis, Tau Tau: (NTP): Question #1: Is the NTP committee taking proposals

one year at time, because the next year up in 2021? Or are you taking them two, three

years at time?! Answer #1: It fluctuates; last year it was one but previously we’ve taken

two at time. Its typically at the discretion of the DR, so next year we will be accepting for

2021. Question #2: How do we get brothers back to protocol in recognizing current and

former fraternity dignitaries, within and outside the district? Answer #2: I believe within

the last year we’ve created a district protocol position. This will help in giving the

chapters a chance to start practicing the necessary protocols of our fraternity, we hope to

have protocol information from IHQ to brotherhood by November 1st.

d) Bro. Ricky Lewis, Tau Tau: (DKRS/Social Action): Question #1: When determining size

of chapter, is it done by District or IHQ? If IHQ shows 51, with district getting 47 from

chapter, does the IHQ make the final determination? Do chapters know this? Answer #1:

Final numbers come from IHQ, and Brother Barnes, as Social Action chair, has indicated


this in the past. We will make sure that information is given to chapters for upcoming

year as well.

e) Bro. Ricky Lewis, Tau Tau: (Ways & Means/Investment): Question #1: Your committee

previously reported about our 2-year forecast, as it related to investments, budgets, etc.

What are we doing within in the next 5-6 months? Answer #1: We are currently waiting

to get information from the current budget chair. Additionally, the budget for next year is

primarily focused on dues, district meeting, and MSP. So we’ll be going around the

district and finding best practices financial wise that we could possibly do on district

level. All these factors go into forecasting so it’s hard to put together a shorter time period

with these factors pending. We’d like to share all findings with council first, then

brotherhood.

f) Bro. George Taylor, Zeta Tau: Question #1 (Fatherhood & Mentoring): Bro. Harris, have

you begun to devise how you will use Future Dads initiative with undergraduates and

graduates? Answer #1: We’ve started by having discussions. During the Portland district

meeting and we plan furthers discussion to get program going.

3. Point of information: Under Civic Affairs – the National High Essay Contest deadline is Oct

20, 2017 for receiving submissions. D. Motion passed. Reports accepted.

X. Investment Committee

1. COMMITTEE GOALS

a) Goal #1: Through 10/31/18 goal and manage the 12th District Investment Fund via

Return On Investment (ROI) and capital infusion [MSP, District Meeting Split, Economic

Empowerment].

2. Important Events, Dates & Information

a) Investment Account Balance as of 9/17/17 ~ $112,413.84

b) Cash infusion into Investment account - $18,000. Accumulated MSP Investment Fund

Investments by New Members

c) During May 2017 District Meeting the Brotherhood approved the use of $25,000 to

support 12th District Brothers’ candidacy for National Office.

1) Brother Ricky Lewis – Candidate for1 st Vice Grand Basileus - $12,500.

a) Funds used as of 9/15/17 - $7,790.

b) Remaining Balance Available to Draw - $4,710

c) All funds provided are in accordance with agreed upon use and supported with the

required documentation

2) Brother Sedrick Spencer – Candidate for Grand Keeper of Records & Seal - $12,500.

a) Funds used as of 9/15/17 - $204.08

b) Remaining Balance Available to Draw - $12,291.96

c) All funds provided are in accordance with agreed upon use and supported with the

required documentation.

d) Investment Distribution – Aggressive Strategy Model

INVESTMENT as of Aug 31, 2017 as of Aug 31, 2017

$ %

Cash 19,767.35 16.6

Loomis Sayles Bond Fund 1,812.47 1.5

Pimco High Yield Fund 10,085.20 8.5 Dreyfus Small Cap Stock Fund 15,994.05 13.4

Janus Overseas Fund 0.00 0

Janus Triton Fund 8,651.98 7.3


Lazard Emerging Markets

Equity Fund 8,086.79 6.8

Matthews Asia Dividend Fund 4,544.09 3.8

SIT Large Cap Growth Fund 13,074.97 11.0 Vanguard Total Stock Market

Fund 10,799.93 9.1

Vanguard Windsor II Fund 10,901.85 9.1 Wasatch Large Cap Value

Fund 12,145.22 10.2

ISHARE IBOXXN Investment

Grade Bond 3,405.08 2.9

Total INVESTMENT 119,268.98 100.0

e) Motion to accept report. Seconded

f) Unreadiness;

a) Bro. Zephran Hamlin, Phi Beta Beta: Question #1: What is the return on investment

(ROI) with this aggressive investment strategy, for 1 year, 5 years, etc.? Answer #1: Not

counting the cash and the zeroed (Janus) fund, I would estimate 70% of the remaining

funds showed positive gains over the other two. Comment: I’d just like to commend the

committee on their work and to keep the brotherhood reminded that returns of 1-10%

doesn’t show much return or legacy as investing these funds into a project like the

learning center were the returns can be greater than just dollars.

b) Bro. Ricky Lewis, Tau Tau: Comment: Just to follow up on Bro. Hamlin’s point,

maybe we can add another column that shows return on investment (ROI) and put the

dates in to give brothers a full understanding of the funds value. Question #1: What is the

investment fund getting per MSP initiate, graduate or undergraduate? Answer #1: That

would be graduate and that’s $150 per, that goes directly into the account and is then

transferred into investment fund. Question #2: So, the $150 has been applied since Bro

Alexander’s administration and that was 3-4 years ago. Will there be an increase, it

should be at least $300? Answer #2: Not at this time.

c) Bro. John Ervin, III, Delta Iota Iota: Question #1: For the assessed meeting fee of 575,

since we do not know the cost of conclave registration, will the excess go into the

investment fund? Answer #1: That money comes out of our chase account so there is no

impact on the investment fund.

g) Motion passed. Report accepted.

XI. Visiting Brothers / Candidates Forum

1. Grand Counselor

a) Bro. Ben Crump, Chi Omega (7th District)

2. Grand Basileus

a) Bro. Wesley Jarmon, Gamma Pi (2nd District)

3. First-Vice Grand Basileus

a) Bro. Ricky Lewis, Tau Tau (12th District)

4. Grand Keeper of Records and Seal

a) Bro. Sedrick Spencer, Rho Iota Iota (12th District)

XII. Emerging Leaders Institute (ELI)

1. 2017 ELI Fellows

a) Bro. Akinyeke Tunde (Zeta Nu)

b) Bro. Alonzo Duncan (Rho Iota Iota)

c) Bro. Keith Tate (Tau Tau)

2. Presentation topic – ELI Proposal

a) Providing programming for proposed L. Benjamin Livingston Learning Center

1) Year-round program


2) Civic / Community

3) Youth /Young Adult Oriented - Mentoring

4) Health

XIII. Good of the Order

XIV. Meeting Adjournment.

A. The meeting was adjourned at 2:32 PM.

XV. Closing Prayer - Brother Michael Brown, District Chaplain.

Action Items:

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