End of Year Reporting

Transcription

1 End of Year Reporting INSIDE End of Year Reporting Updates Annual Chapter Records Certification Regional Conference Updates Regional Director's Award Cluster and UGR Articles Reinstatement End of the year reports are due by December 31, This is the deadline for submission to the Corporate Office, to the Regional Director, Soror Toni S. Kendrick, to the Great Lakes Regional representatives to the International Committees as well as any other designees. I am optimistic that the online reports will be submitted by ALL Gracious Great Lakes Chapters prior to the December 31 st deadline. Chapter Basilei are strongly encouraged to read the fall 2015 mailer from the Corporate Office for End of the Year Reporting instructions. *Please mail ALL chapter end of the year reports to the Regional Director, Soror Toni S. Kendrick in ONE single packet with the exception of the End of Year Online Presence Report which should be submitted electronically at User1AKAGLR/form11/index.html. REMEMBER: End of the Year Financial reports are due no later than February 1, Our goal is 80% of chapters completing the End of the Year financial reports by February 1,

2 Members of the Great Lakes Basilei Council are available to support chapter Basilei as they complete their chapter s reports. Please feel free to contact Soror Gwen Kirtley for more information at glkirt@aol.com. MIP 2016 All reports must be received before the Health check can be cleared. Delaying the submission of reports will adversely affect your chapter s ability to receive approval to conduct an MIP, to perform in step show competitions and other Pan-Hellenic stroll type competitions, and to compete for Regional Conference awards. MIP TIPs: Sorors whose dues are not received in the Corporate Office on biletul zilei cota 2 fotbal or before February 1, 2016 will not be eligible to sponsor or co-sponsor candidates. Undergraduates Applications for the 37 th Leadership Fellows Program are due by December 31 st. Fall semester final grades are due to the Regional Director s office no later than February 1, Any chapter who does not submit their grading forms on or before February 1, 2016 will NOT receive approval to conduct MIP, to perform in step show competitions and other Pan-Hellenic stroll type competitions. The academic requirement for Undergraduate membership is a semester and cumulative average of C+ (Reference: By Laws, Article IV, Sections 1-9) Standards An Annual Chapter Records Certification form must be included with End of the Year reports in order to be considered for the S.T.A.R. Award. You can find the form in the members only section of our website. 2

3 Program The NEW DATE for PINK Goes Red is February 5, 2016 Chapter Rosters Updated chapter rosters are due to the Corporate Office, Regional Director s office and to the Great Lakes Regional Grammateus Soror Angela Reed [areed1908@yahoo.com], upon installation of new officers. Outgoing Basilei and Graduate Advisors: Please remember to turn over all records to incoming Basilei and Graduate Advisors no later than December 31, Annual Chapter Records Certification The Annual Chapter Records Certification Form (following this page) needs to be completed, signed and sent via to Soror Toni S. Kendrick, Great Lakes Regional Director as well as to the Chairman of the International Standards Committee and the Great Lakes Regional Director s Holiday Office Hours The Regional Director s Office will be closed for the Christmas Holiday December 21, January 4, 2016 Merry Christmas and Happy New Year! 3

4 Alpha Kappa Alpha Sorority, Incorporated International Standards Committee Annual Chapter Records Certification Form * THIS FORM IS TO BE COMPLETED, SIGNED, AND SENT VIA TO YOUR REGIONAL DIRECTOR, THE CHAIRMAN OF THE INTERNATIONAL STANDARDS COMMITTEE AND YOUR REGIONAL REPRESENTATIVE TO THE INTERNATIONAL STANDARDS COMMITTEE BY DECEMBER 31ST. MAINTAIN A COPY IN YOUR CHAPTER FILES. Chapter: Location (City, State, University/College: Required Chapter Files 1. Chapter Charter Check if on file 2. Bound Chapter Minutes with Committee Reports 3. Executive Committee Minutes 4. Financial records as required by the Fiscal Fitness Guide to Chapter Financial Procedures: i. Tamiouchos Cash Disbursements Journal ii. Checkbook and Vouchers with receipts iii. Bank Statements and Bank Reconciliations iv. Pecunious Grammateus Receipt Book and Cash Receipt Journal v. Audit Report vi. Chapter Budget vii. Bond 5. Roster of Officers 6. Transfer Report forms 7. Year-end Reports 8. Ballots 9. Documents related to MIP 10. Chapter Evaluations 11. Chapter Report Book 12. Summary of Chapter Self-Assessment 13. Records of Conference Attendance 14. Soror Code of Ethics (Officers Signatures) Annual Chapter Certification Form December 2015 Page 1 of 2

5 Required Documents (current editions) 1. Constitution and Bylaws (International & Local) Check if on file 2. Manual of Standard Procedure 3. Constitution Resource Guide 4. Standards Resource Guide 5. So You Want to Run for Office 6. So Now You re Elected 7. Graduate Membership Intake Manual 1 8. Undergraduate Membership Intake Manual 2 9. Robert s Rules of Order (newly revised) 10. Graduate Advisors Certification & Procedure Manual Financial Fundamentals Guide to Chapter Financial Procedures 12. Documents and Records Retention Guide 13. History Book 14. Archives Handbook 15. Program Resource Guide 16. Media Guide 17. Anti-Hazing Handbook 18. Protocol Manual 19. Rituals (Review Annually) 20. Public Policy Program (Connection Handbook) 21. AKA Ceremonial Songs (CD) 22. AKA Song Book Chapter: Location (City, State, University/College: Chapter Basileus (Signature) Date 1 Not required for undergraduate chapters. 2 Only required for undergraduate chapters and graduate chapters that supervise undergraduate chapters 3 Only required for graduate chapters supervising undergraduate chapters * THIS FORM IS TO BE COMPLETED, SIGNED, AND SENT VIA TO YOUR REGIONAL DIRECTOR, THE CHAIRMAN OF THE INTERNATIONAL STANDARDS COMMITTEE AND YOUR REGIONAL REPRESENTATIVE TO THE INTERNATIONAL STANDARDS COMMITTEE BY DECEMBER 31ST. MAINTAIN A COPY IN YOUR CHAPTER FILES. Annual Chapter Certification Form December 2015 Page 2 of 2

6 Representative to the International Standards Committee by DECEMBER 31, PLEASE MAINTAIN A COPY IN YOUR CHAPTER FILES. Regional Conference Updates 85 th Great Lakes Regional Conference Buffalo, New York April 7-10, 2016 What s NEW? All attendees must register for the Closing Event (Formal Banquet) in order to receive a ticket to attend Legacy Parade Saturday, April 9, 2016 Jewel s Luncheon Friday, April 8, 2016 Leadership Awards Breakfast Saturday, April 9, 2016 Pink and/or Green Business Attire Saturday, April 9, 2016 Morning Meditation Sessions April 7-9, 2016 Hotel Plan early, reserve a spot at one of the host hotels and stay in the BLOCK Hyatt Regency Buffalo Hotel $ / Night 4

7 Adams Mark Hotel $ / Night Deadline MARCH 5, 2016 Registration On-time registration: January 1-15, 2016 Graduates $ Undergraduates $95.00 LATE registration: January 16, February 1, 2016 Graduates $ Undergraduates $ Regional Director s Award 2016 Criteria for the Regional Director s Exemplary Chapter Achievement Award To be eligible for the Regional Director s Exemplary Chapter Achievement Award chapters must: 1. Submit to the Regional Director s office, by mail or , a completed copy of the 2016 Chapter Roster form before December 31, Submit to the Regional Director s office, by priority mail, no signature required, in One Envelope marked Regional Director s Award on or before February 9, 2016 the following: Chapter Report Book with all completed reports in order. Please submit proof that you have met all established deadlines for submission of individual reports and that you have followed the 2015 Chapter Report Book instructions for proper distribution of individual reports to: 5

8 A. Corporate Office B. International Committee Chairmen/ Officers C. Regional representatives to international committees Chapter Bylaws: A. Submit one copy of updated Chapter Bylaws to the Regional Director s office B. Submit one copy of updated Chapter By-laws to the Regional Parliamentarian (Soror Gwendolyn Bynum: 5743 Templar Crossing, West Bloomfield, MI gwenbynum@comcast.net) C. Highlight within the Chapter Bylaws an existing Bylaw waiving the requirements for the first year s chapter dues for undergraduate sorors who transfer into graduate chapter immediately upon graduation (Graduate chapters only) D. Highlight any updates or amendments from the submitted 2014 Chapter Bylaws Regional Award Categories: A. Chapters must enter a minimum of two categories B. One of the two categories must be for Outstanding Programs C. Award entry fees and appropriate forms must be mailed to the Great Lakes Regional Awards Committee in accordance with the established deadlines. Please refer to the 2016 Regional Awards Booklet and 2016 Regional Registration Booklet for further details. D. Copies of the award entry form and proof of entry fees must be forwarded to the Regional Director s office no later than February 20, Payment to Corporate Office: A. Submit documentation indicating payment of chapter per capita tax received at the Corporate Office on or before February 1, 2016 B. Submit documentation of chapter s contribution level to the EAF office Soror Toni S. Kendrick Great Lakes Regional Director 1004 Elizabeth Blvd. Others: A. Submit documentation indicating submission of Chapter Boule fee 6 Pittsburgh, PA TSKGLRD@gmail.com

9 B. Submit documentation of one chapter member serving as a facilitator or recorder for Regional workshops C. Undergraduates only: Submission of chapter s fall semester grading form 2016 Cluster Conferences Michigan Launching New Dimensions of Service - Active Knowledgeable Active The Michigan Cluster meeting was a memorable experience for the nearly 400 sorors who learned, lunched, shopped and celebrated on Friday, October 16 th & Saturday, October 17 th at the Crown Plaza in Lansing, MI. Soror Janecki A. Nance, Michigan Cluster Coordinator presided over a day of information, activity and recognition. Soror Eva L. Evans, 24 th Supreme Basileus, member of Delta Tau Omega Chapter brought greetings prior to the introduction of the Great Lakes Regional Director, Soror Toni S. Kendrick and presentation of the Regional Director Report. Soror Kendrick noted that the Great Lakes Region had the largest number percentage of active sorors to attend the Leadership Seminar in Chicago. Soror Ada Nicole Smith Alpha Rho Omega Great Lakes Communications Committee Reports were shared by Great Lakes Representatives to the Program, Connection and Membership Committees-MIP update and survey summary results along with the service project presentation of One Million Backpacks by Soror Alexa Williams, Undergraduate Cluster 7

10 Coordinator. The program booklet contained detailed chapter reports from the 17 Graduate and 13 Undergraduate chapters in Michigan. The day concluded with presentations on conflict resolution and protecting our AKA brand. Kudos to the sorors of Delta Tau Omega for serving as gracious hosts. We look forward to the 2016 Michigan Cluster Conference in Kalamazoo, MI. Northern Ohio / Western PA The Northern Ohio/Western Pennsylvania Cluster Conference convened in Akron, Ohio. Zeta Theta Omega and Delta Pi Chapters were gracious hostesses to 173 sorors. Forest Hill Community Learning Center was the One Million Backpack service project recipient. With an enrollment of 390 students in kindergarten through fifth grade, the school includes diverse backgrounds and cultures encompassing eight different languages. 8

11 The Cluster donated 5,234 items that included 120 book bags and 5,114 related school supplies valued at $3, Akron Public Schools Superintendent David James and principal Gregory Blondheim accepted the donations, accompanied by Executive Director Elementary Schools, Mary Outley-Kelly, students, parents, and PTA representatives. Southern Ohio Active, Knowledgeable, Accelerated! Soror Belinda Hinton Zeta Theta Omega Great Lakes Communications Committee The Southern Ohio 2015 Cluster Meeting was hosted by Soror Stephanie Bland, Cluster Coordinator, Soror Alexis Apparicio, Undergraduate Cluster Coordinator, Delta Phi and Soror Afrika Alsup, Basileus of Psi Eta Omega Chapter, Saturday, November 14, 2015 in Dublin, Ohio. Great Lakes Regional Director, Soror Toni Toni Kendrick extended a sisterly welcome to 335 Sorors. This was the largest gathering of all Clusters in Great Lakes. Throughout the day-long meeting, we had several opportunities to receive knowledge about our beloved sorority. Soror Stephanie gave highlights of chapter program targets in Launching New Dimensions of Service. The chapters are continuing to be a Service to All Mankind. Madame Regional Director presented sorors with information about our Region: 223 sorors attended Round-Up, 125 book bags were collected, 220 items for school supplies, a total of 59 sorors attended from Great Lakes attended the Summit in Charolotte, NC; 477 sorors attended Leadership in Chicago, the largest representation of all Regions. She also reminded sorors to continue to Think HBCU with the ultimate goal being to donate 2 million dollars to the schools. o date, 13 undergraduate chapters had MIP S and 6 graduate chapters conducted MIP. As of November 8 th, 70 new sorors have joined the illustrious sisterhood. Great Lakes Cluster Update: Soror Geraldine Horton promised that the sun will be shining when we attend the 85 th Regional conference, April 6 th -10 th. Registration will be available January 1, Registration has increased to $185 for graduates and $95 for undergraduates. We received updates of our Program Targets from Soror Carol Turner. It was suggested by Soror Turner that chapters should work together to do programs. Marvin Gaye showed up at our Cluster Meeting with his rendition of What Going On. As we listened to the song, the lyrics depicted events that are happening in our community today. Soror Nancy Quarles, International Connections Committee Chair shared with the 9

12 sorors the importance of getting out to vote. She stated that we must vote in off-years even though there may not be majors issues She told the undergraduates that they could stroll to the polls to vote. We are to use social media to get the message out about the significance of voting. She stated that we may have to go back to old school by using the telephone tree to get the message to our folks. Soror Wionna Berry, Great Lakes Representative International Membership Committee shared with the group the new guidelines for membership. We should be using the 2014 form, not the 2010 form. After Soror Berry s report, we prepared for a delicious lunch and a little AKA shopping. We watched a powerful video about Risk Management. Soror Dorothy Buckhanan Wilson s motto To whom much is given, much is required. With that being said, she emphatically stated that we will protect our brand. Sorors must stop the pre-pledging and the hazing. What would Ethel do resonates throughout the video. Would Ethel harass another sorors? Would Ethel shame another soror? Since we are the beneficiaries of Soror Ethel and our other Founders, we must stop the hazing. After the video, several sorors spoke about the underground pledging that is still going on today. We heard extensively from Soror Charlene, our former Regional Director and Soror Lynette Heard. Soror Lynette who has worked at several colleges shared with us that we are on the campuses as guests; therefore, we should respect the rules because the universities really aren t that happy to have sororities and fraternities on campus. This video is a must see for all sorors. Soror Kristina Thomas Soror Stephanie Bland conducted a brief conflict resolution activity. Sigma Omega Great Lakes Communications Committee GREAT LAKES UNDERGRADUATES We KNOW you are doing amazing things in your community and on your campus. We want to hear from you! Please submit your success stories and updates for inclusion in the next edition of The Strand! Rho Omega extended an invitation to the 2016 cluster to the tune of 10

13 Please, Mr. Postman bring an invitation to me. A delicious candy bar was wrapped in pink and green paper stating Deliver the Letter the Sooner the Better. The 2016 Cluster will be held in Wilberforce, Ohio - time and date to TBD. Western New York The Western New York Cluster was held in Binghamton, New York on Saturday, October 3, 2015 at the Holiday Inn. Technology was utilized throughout the conference to deliver dynamic messages and include sorors in the conference from remote locations. Great Lakes Regional Director Soror Toni S. Kendrick was joined by Sorors Geraldine Horton, Great Lakes Cluster Coordinator, Linda Seay, Western New York Cluster Coordinator, Chelsea Brown-Ferguson, Western New York Undergraduate Cluster Coordinator, and Soror Delisa Joseph, Basileus, Upsilon Nu Omega in opening the Cluster. Soror Theresa E. Pope Gamma Phi Omega Great Lakes Communications Committee The Cluster theme was Active Knowledgeable Accelerated. Great Lakes representatives to the various international committees delivered informative presentations using various forms of technology including video, telephone, and PowerPoint. Basilei and Cluster Coordinators from Western New York joined Soror Geraldine Horton in an active and engaging Conflict Resolution presentation. A video on Risk Management from the Supreme Basileus, Soror Dorothy Buckhanan Wilcon was included in the day s repertoire. 164 book bags were presented to Saratoga Boys and Girls Club at the conclusion of the 11

14 cluster. A total of 234 supplies were collected. Upsilon Nu Omega, Binghamton, New York, was host to the Western New York Cluster. West Virginia Sorors of the West Virginia Cluster participated its annual meeting on October 31, 2015, on the Campus of West Virginia State University. Host chapter Epsilon Delta Omega welcomed members of Alpha Omicron Omega, Beta Beta Omega, Beta Tau Omega, and Eta Zeta. Great Lakes Regional Director Soror Toni S. Kendrick updated attendees with her report on activities of the region as chapters continue to work hard to meet the targets of the sorority s Launching New Dimensions of Service initiative. Great Lakes Cluster Coordinator Soror Geraldine Horton, who presented brief updates as well, also joined Madam Regional Director. Soror Daton Dean Leonard, West Virginia s Cluster Coordinator, presided over the meeting. Madam Regional Director updated the Cluster with information of the Great Lakes Region including the recent Basilei meeting and Undergraduate Round-Up in Pittsburgh, PA. Soror Christy Day Alpha Omicron Omega Great Lakes Communications Committee Supreme Basileus Dorothy Buckhanan Wilson provided an extensive overview via video, and gave a riveting risk management presentation for those in attendance. In addition Great Lakes Representatives to the International Program Committee Soror Carol Turner attended the Cluster via videoconference and shared the importance of chapters updating their online program reports. Additionally, Great Lakes Representative to the Connection Committee Nancy Quarles outlined the importance of community and political engagement and shared details on activities and services sorors are performing at the national and local levels. Sorors Tonja Washington, Dedriell Taylor and Anita Coleman-Law of Epsilon Delta Omega conducted a session on conflict resolution to assist chapters to address challenges that may arise. 12

15 The Cluster donated dozens of backpacks to donate to students in Raleigh County West Virginia Schools. Activities concluded with a raffle of door prizes, National Hymn and Pledge UNDERGRADUATE ROUND-UP AND BASILEI RETREAT Leading, Learning and Launching New Dimensions of Service" The 2015 Undergraduate Round-up was held on September 19, The first Great Lakes Regional Basilei Retreat also took place during Undergraduate Round-up. Nearly 200 sorors gathered in Pittsburgh, PA for the occasion. Great Lakes Regional Director Soror Toni S. Kendrick updated sorors on the activities of the region, recognized the achievements of undergraduate soror leaders, and applauded graduate chapter basilei for their attendance which demonstrated their commitment to leadership, service and love for our beloved Alpha Kappa Alpha. Sorors were enamored by guest speaker, Soror Destiny Boykin, International Undergraduate Member-At-Large. She delivered an inspiring message and encouraged undergraduates to get involved at the international level. Supreme Basileus Soror Dorothy Buckhanan Wilson provided a motivating greeting and a riveting risk management presentation via video. Attendees were also encouraged by a series of dynamic presentations designed to inspire sorors to reach great heights in leadership, enhance their knowledge and empower them as they continue to provide service to their respective communities. Soror Rhonda L. Bolding Great Lakes Regional Communications Officer Alpha Alpha Omega During the retreat, chapter basilei exchanged best practices and received the support and the tools necessary to ensure their chapter s success during the evaluation process as well as tips for completing End of the Year Reports. The retreat encouraged a collaborative support system with chapter Basilei within their respective clusters. 13

16 In support of the One Million Backpacks campaign, Great Lakes undergraduates donated 125 backpacks and nearly 2,000 related school supplies. Reclaiming MESSAGE FROM THE REINSTATEMENT TASK FORCE Sorors, our members are one of our most important assets. As an organization, we must continue to RECLAIM as well as retain them. The Reinstatement Task Force Committee (RTFC) has the responsibility of leading the charge to reinstate those sorors who were once suspended and whose suspension date has come and gone. Such a soror is considered inactive until she completes the reinstatement process. Completion of the process is the first step of restoration to "good standing!" The goal of the RTFC is to reinstate 20 % to 30% of our suspended sorors over the next 3 years. The committee can not accomplish this goal alone and are in need of your help! All of you are expected to be "ambassadors" in this effort! We need you to encourage our sorors to come home. The reinstatement process begins with registration and completion of the reinstatement workshop. Please feel free to share the registration form as applicable. You can assist the RTFC in meeting the 20% to 30% reinstatement goal. Please take this opportunity to "nurture our ivy!" Please peruse the attached reinstatement form for additional information and share with previously suspended inactive sorors as applicable. Soror Charlene Truitt Nelson - Chairman, Great Lakes Region Soror Maggalean Weston, North Atlantic Region Soror Mary DesChamps, Mid-Atlantic Region Soror Tracy Dye, South Atlantic Region Soror Belinda J. Hinton, Great Lakes Region Soror Rayverne B. Wilson, South Eastern Region Soror Antionette Davis-Jones, Central Region Soror Tamara Cubit, South Central Region Soror Lisa Belt, Mid-Western Region Soror Sharon Godbolt, Far Western Region 14

17 Reinstatement 1 ALPHA KAPPA ALPHA SORORITY, INCORPORATED REINSTATEMENT WORKSHOP* Launching New Dimensions of Service: Reconnecting and Embracing Our Pearls The following are locations and dates of the three reinstatement workshops. Please indicate the location of the workshop you would like to attend below. The site of the workshop will be forthcoming. All workshop times are Thursday from 8:30 a.m. to 5:00 p.m. Central Region South Eastern Region March 3, 2016 March 10, 2016 Chicago, IL Mobile, AL North Atlantic Region Mid-Atlantic Region March 31, 2016 April 21, 2016 Hartford, CT Virginia Beach, VA Registration Fee: $150 ~ Registration Deadline Date: January 9, 2016 Only send Cashier s Check, Certified Check or Money Order made payable to Alpha Kappa Alpha Sorority, Inc. and mail to: Alpha Kappa Alpha Sorority, Inc. c/o Patricia Watkins 5656 S. Stony Island Avenue Chicago, IL Reinstatement Workshop Location: Name: Address: City: State: Zip Code: Address: Cell Number: Daytime Number: Evening Number: Chapter of Suspension: *This workshop is exclusively designed for those Sorors who were suspended from Alpha Kappa Alpha Sorority, Incorporated and have completed the suspension time period.* To attend the Reinstatement Workshop you must write a letter to your Regional Director and copy the Alpha Kappa Alpha Corporate Office requesting permission to return to active status. Once the Regional Director confirms your eligibility to attend this course, you will then submit the reinstatement essay, data sheet, and registration fee to the Corporate Office. Sorors, We Want You Back! 15

18 Congratulations to the members of Omega Epsilon Omega, the newest chapter in the Gracious Great Lakes a Region! Omega Epsilon Omega was chartered on Sunday, December 13, 2015 in Novi, Michigan. 16

19 Being a Gracious Great Lakes Soror means you are a part of something very wonderful. It means you will love and be loved for the rest of your life. No matter what! Merry Christmas &Happy New Year! Soror Toni S. Kendrick Great Lakes Regional Director Soror Rhonda L. Bolding AAW Regional Communications Officer Newsletter Editor-in-Chief Great Lakes Communications Committee Soror Donnetta Carter ZAW Soror Christy Day AOW Soror Belinda Hinton ZXW Soror Marie Quaker Macomb Interest Group Soror Kristina Thomas SW Soror Tiana Clemons ISW Soror Lynne Hayes-Freeland AAW Soror Theresa E. Pope GFW Soror Ada Nicole Smith GRW Soror Tamara Whiting AAW 17

20 Upcoming Deadlines for The Strand Spring 2016 Deadline for submissions February 10, 2016 Summer 2016 Deadline for submissions May 10, 2016 ARTICLES CAN BE SUBMITTED TO Northern Ohio/Western Pennsylvania Cluster Soror Belinda Hinton Michigan Cluster Soror Tiana Clemons Western New York Cluster Soror Theresa E. Pope Southern Ohio Cluster Soror Kristina Thomas West Virginia Cluster Soror Christy Day CONNECT with us online and stay in the know about what s going on in the Gracious Great Lakes Region Website: AKAGreatLakesRegion.org/NEW Facebook: Facebook.com/AKAGreatLakesRegion Twitter: Twtter.com/AKAGreatLakes Instagram: Instagram.com/AKAGreatLakes 18