Strategic Plan
2012-2017
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-nnkapsi.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
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for each committee as reflected in the chapter bylaws that will be issued under separate
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.
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*Deployed: Denotes those members deployed but still active with the chapter.
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
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recognize 50yr. brothers annually. Ensure at least one 50 yr. Brother is on each committee.
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
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Journal. If either of the articles is provided to the Kappa Alpha Psi Journal, this submission
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 Province
Objectives
2012-2013
TBD
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APPENDIX C:
Hampton-Newport News (VA) Alumni Chapter
Kappa Alpha Psi Fraternity, Inc.
P.O. Box 8135
Hampton, 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 McMillan
Clifford McMillan
Polemarch
Hampton-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. Robinson
Deputy Committee Chairman: Brother Aaron Giles
Committee 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
19
-
-
-
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: Donation
Brotherhood 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
20
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
21
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 to1. 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
2. Chapter gift for new members (based on eight members)
Total:
$ 400.00
$ 360.00
$ 760.00
22
Chapter Approved for 2012-2013: $500
D-3
GUIDE RIGHT COMMITTEE
2012-2013
Committee Chairman: Brother Arthur Price
Committee 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
LINKS Partnership (UN Visit)
Kappa-Knight Breakfast
Apparel (Blazer Supplements and Polos)
Kappa Cardinals Tutoring Expenses
$ 1,500.00
2,000.00
500.00
1000.00
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
23
D4
Social Action Committee Report
2012-2013
Committee Members:
Chair: Robert D. Ayers, Jr
Co-Chair: Keith A. Johnson
Members: 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 initiatives
24
6. Increase visibility in the community
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)
Local St. Jude Initiative
VA Legislative Day (Food/Gas)
Dresses for Haiti
Alopecia Foundation
Total
$1,700.00
$ 500.00
$ 200.00
$ 200.00
$ 100.00
$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.
25
D-5
HISTORIAN – REPORTER
2012-2013
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.
26
Expected Budget (Itemized):
ITEM
Photograph paper
Photograph Binders
Other Production Costs
Total:
ESTIMATED COST
$ 150.00
$ 25.00
$ 75.00
$ 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
27
D-6a
Undergraduate/Collegiate Advisory Committee
2012-2013
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
28
-
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
CRWLC Lodging and Registration
Province Council Lodging and Registration
Grand Chapter Meeting / Conclave
$100.00
$345.00
$425.00
$400.00
Total Expenses
$1270.00
Chapter Approved for 2012-2013: $1000
29
D-6b
Undergraduate/Collegiate Advisory Committee
2012-2013
Xi Theta
Committee Chairman: Brother Van Jones
Committee 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
30
-
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 on
Saturday, 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
- Registration and Lodging
CRWLC at Frostburg State University
- Registration
- Lodging (Two nights)
Eastern Province Council
- Registration
- Lodging (Two nights)
Conclave 2013 in Houston, TX
- Registration & Lodging
Total:
$
100.00
$
$
$
$
$
$
$
285.00
45.00
240.00
465.00
225.00
240.00
350.00
$ 1,200.00
Chapter Approved for 2012-2013: $1000
31
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 HamptonNewport 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.
32
-
33
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
34
2011-2012 Budget: Contingency Fund - $500.00 (same as last year)
35
FY 12-13
Approved Budget
36
37
38
39
40
41
42
43
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.
Year 2011-2012 Accomplishments:
-
-
-
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..
44
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
45
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
- Social Activities
- Savings Bonds – Newborns (2 ea @ $50)
$ 800.00
1800.00
100.00
46
$2700.00
Comments:
-
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
Chapter Approved for 2012-2013: $2700
47
D-10
PUBLIC RELATIONS COMMITTEE
2012-2013
Committee Co-chairs: Rick Watson & Keith Davis
Committee 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
48
-
-
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
49
D-11
ACHIEVEMENTS AND AWARDS PROGRAM COMMITTEE
2012-2013
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
50
-
Professional Service Award
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 Provincelevel 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.
51
-
-
-
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 Award
o 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)
Certificate holders for 20 Fraternity Service
awardees
Parchment paper for awards
Plaque (Citizen of the Year)
Color Laser Jet ink cartridge
B/W Laser Jet ink cartridge
Printing, mailing, and handling expenses
(Awards packages)
Travel Expense (Province Achievement and
Awards Committee Meetings)
Total:
$ 60.00
40.00
18.00
110.00
39.00
33.00
*400.00
60.00
$ 760.00
Chapter Approved for 2012-2013: $600
52
D-12
INTERNAL AUDIT
2012-2013
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
53
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.
54
-
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
- Senior Kappa/50-Year Brothers Program celebration day
- Administrative Supplies (postage, cartridges, paper, etc.)
The total estimated costs
Budget Allocation (2012-2013): $
$ 60.00
700.00
75.00
$835.00
Amount Expended: $
Chapter Approved for 2012-2013: $820
55
D14
SILHOUETTE LIAISON
2012-2013
Committee Chairman: William “Bill” Pinckney
Committee 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
Secretary
o Silhouette Blue elected as the Province Financial Secretary
Goals for 2012 – 2013
o Silhouette Night Out
o Silhouette Reclamation Event
o Annual Christmas Party
o Maintain open lines of communication between the H-NN Alumni Chapter
and the Silhouettes
o Increase financial Silhouette membership
Opportunities:
o Increase communication to Silhouettes regarding illness and death in
Silhouette family in a timely manner
o Can use the Silhouette email: HNNSilhouettes@gmail.com
o Include Kappa Silhouette Liaison in all emails regarding Silhouettes
o Planning for Silhouette Night Out - 2012
o No response regarding venue of Riverwalk Restaurant
56
o Contract and deposit required 30 days prior to event
o Second option: H-NN Alumni Chapter cook for the Silhouettes
Budget: $100.00
Chapter Approved for 2012-2013: $100 carryover from 2011-2012
57
D-15
HOUSING COMMITTEE REPORT
2012-2013
Committee Chairman and Co-chairman: Clarence Bazemore, Steve Morgan
Deputy Committee Chairman: Eugene Johnson
Committee 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.
Year 2011-2012 Accomplishments:
-
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
Chapter Approved for 2012-2013: $1000
58
D-16
MEMBERSHIP DEVELOPMENT COMMITTEEE
2012-2013
Committee Chairman: Brother Reginald Stanley
Co-Chair: Brother Miles Davis
Committee 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
59
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
60
D-18
HOSPITALITY
2012-2013
Committee Chair: James Swann
Committee Co-Chair: Miles Davis
Committee 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.
61
-
-
-
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)
Aprons
Cabinet
$5,500.00
200.00
+ 200.00
$5,900.00
Comments:
-
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
62
D-19
NOMINATION COMMITTEE
Appointed by Polemarch during Election Process
Committee Name: Nomination
Committee Chairman: TBD by the Polemarch
Committee 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 Responsibilities
February
-
Review the Policies and Procedures for the Nomination Committee with the
committee members.
Develop a schedule to include
o receipt of nominations
o notification of candidates of the election date
o refer names of members not selected to the Polemarch for consideration for
committee assignment
Committee Responsibilities
March
-
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.
63
-
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
64
D-20
RECLAMATION COMMITTEE
2012-2013
Committee Chair:
Ken Romney
Committee 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
Chapter Approved for 2012-2013: $200
65
D-21
Fellowship Committee
2012-2013
Committee Chairman: Charles “Good Chuck” Boaz
Committee 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 fund- raising 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 participants
Chapter Approved for 2012-2013: $700
66
D-22
PENINSULA PAN-HELLENIC COUNCIL
(PPHC) REPRESENTATIVE
2012-2013
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.
Chapter Approved for 2012-2013: $200
67
D-23
OUTREACH
2012-2013
Committee Chair: Anthony Garner
Committee 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 Organizations
o Adopt or assist a shelter
o 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 Events
o Coordinate participation in local parades
o Coordinate participation in March of Dimes, Breast Cancer Awareness walks,
and other charitable events
o Participate in any community midnight
Educational System
o 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
- Supporting one to two events at homeless shelter
- Supporting Wounded Warrior Program
- Supporting one event at a local boys & girls club
o
$300
$200
$200
$100
(Newport News, Denbigh and Williamsburg)
Budget Allocation – 2012-2013:
Total:
$800
Chapter Approved for 2012-2013: $600
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D-24
Achievement 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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