Alpha Kappa Alpha Sorority, Incorporated Tau Iota Omega

Alpha Kappa Alpha Sorority, Incorporated

Tau Iota Omega Chapter

Date: September 12, 2020 Regular Meeting No. 7

The virtual joint chapter meeting was held on Saturday, September 12, 2020, via GoToMeeting.

The meeting was called to order by Soror Erica D. Williams at 10:08 (x) a.m. ( ) p.m. It was

announced that the monthly meeting was being recorded. The meditation was given by Soror Aesha Magee. Soror Tameka T. White omitted calling the roll and presented a PowerPoint

Presentation giving sorors instructions on how to complete the virtual roll-call process via

Attendance Survey**(See Attached Attendance List)**. A quorum was established (X) Yes ( )

No. A motion was made by Soror Vickie Garner and the motion was seconded by Soror Deoine

Reed to accept the September 12, 2020, chapter agenda.

READING AND

DISPOSITION OF

MINUTES:

It was announced by Soror Tameka T. White & Soror Erica D. Williams that moving forward the minutes will stand approved as presented unless corrections need to be made therefore the minutes do not require a motion to be brought to the floor. The minutes can be found in the Members Only Section of the chapter website.

CORRESPONDENCE(S):

RECOGNITION OF

VISITING SORORS:

Report Submitted: yes (X ) no ( ) Report Attached: yes

(x) no ( )

Sorors with September birthdays were acknowledged

by Soror Lillie Brown, our Hodegos, via a PowerPoint

Presentation (Gifts to be given during our next chapter

business meeting, if applicable).

September Birthdays:

Soror Sylvia Hurst ~ 9/1/2020

Soror Bianca Porter ~ 9/1/2020

Soror Margo Hurston-Peavy ~ 9/6/2020

Soror Deloris Walker ~ 9/7/2020

Soror D’Andrea McMooain-Chatman ~ 9/7/2020

Soror Linnette Conerly-Goodly ~ 9/8/2020

Soror Alva Drionne Smith ~ 9/14/2020

Soror Sara Warner ~ 9/15/2020

Soror Victoria D. Grant ~ 9/15/2020

Soror Chenita Holmes ~ 9/16/2020

Soror Kirstyn George ~ 9/17/2020

Soror Chelsea Coon ~ 9/19/2020

Soror Raynette Lennix ~ 9/19/2020

Soror Alicia George ~ 9/21/2020

Soror Lazette Watterson ~ 9/22/2020

Soror Michelle Wilson ~ 9/22/2020

Soror Mamie Thompson (Golden Soror) ~ 9/29/2020

Soror Kaelyn Evans ~ 9/30/2020

OFFICER REPORTS:

Basileus:

Report Submitted: yes ( X ) no ( ) Report Attached:

yes ( X ) no ( )

Soror Erica D. Williams, our Basileus, reported the

following:

Good Morning Sorors!!!! Sorors please take notes regarding the

updates I have received in the past couple weeks from Madam Regional Director and Madam Supreme it is a lot of information.

National Hymn or Pledge is not appropriate

for a virtual meeting Maintain confidentiality and integrity of

elections by ensuring only active chapter members participate (October & November Business Meetings)

9/15/2020- I will send written notification, pursuant to TIO Bylaws, Art. VII Membership, Sect. 7, to any Soror who has not paid the current year assessment. **Updated 2020 Election Information**

Pink & green “Joe Biden Kamala Harris” campaign attire OK

Yard signs that say “Kamala is my Sorority Sister, Biden Harris 2020” OK

AKA letters and/or symbols SHOULD NOT be used on yard signs or attire

The letter “O” or number zero SHOULD NOT be substituted with the ivy leaf symbol ex: Vote or 2020

Clothing & jewelry from the Ivy Box** can be worn because it is associated with the Connection Committee OK

Phrase “Strolling to the Polls” OK ** Check your state rules & regulations **

2020 Tau Iota Omega Chapter & Executive

Board Directory is Finally Complete!

WE ARE 144 MEMBERS STRONG!

THANK YOU TO OUR ANTI-GRAMMATEUS, SOROR RENADA S. BROWN, FOR ALL OF THE TIME AND EFFORT IT TOOK TO CREATE THIS DOCUMENT. THE DIRECTORY HAS BEEN DOWNLOADED ON THE CHAPTER WEBSITE BUT YOU MUST LOGIN TO THE “MEMBERS ONLY” SECTION TO ACCESS IT. OUR PERSONAL INFORMATION IS NOT AVAILABLE TO THE PUBLIC.

OUR GRAMMATEUS, SOROR TAMEKA T. WHITE, WILL MAIL THE 2020 FINANCIAL CARDS LATER THIS MONTH. EVERY SOROR SHOULD RECEIVE THEIR CARD BEFORE THE OCTOBER CHAPTER MEETING

There WILL NOT be a 2020 Fall MIP (Graduate

or Undergraduate). No meet and greets/social activities with non-AKA members allowed

Anti-Basileus:

ONE MORE

THING BEFORE I CLOSE AND THIS IS VERY IMPORTANT….


yes ( X ) no ( )

Soror LaDonna Evans, our Anti-Basileus, reported the

following:

Madam Basileus, Good Morning and Greetings Sorors. On behalf of The Programs Committee, here is a brief update on what has taken place in Programs since I last came before you at our August meeting. I participated in an International Programs Webinar on Tuesday, August 18th. The International Programs Committee reviewed resources that were in the process of being made available, such as the #CAP Tool Kit (2020-2021) and fillable application, an updated International Programs Calendar for 2020-2022, A Guide to Virtual Programs and Resources, and Soror and Chapter fillable Reporting Form for Virtual Program Activities. More information regarding this webinar will be shared with you at our upcoming chapter retreat later this month. On Sunday, August 23rd, as a chapter, we participated in a wonderful, spirit-filled AKA International Day of Prayer through virtual services with the SC Region.

The Target 1: HBCU for Life: A Call to Action

met on Sunday, September 6th to prepare for our next impact day, AKA HBCU Day on Monday, September 21st and National HBCU Week which is September 20th through September 26th.

The Target 4: The Arts!— met on Wednesday,

September 9th to make preparations for virtually hosting another entertaining concert battle between Patti Labelle and Gladys Knight. This battle is taking place, tomorrow, Sunday, September 13th at 6pm. A Google link will be provided in our Facebook group in addition to the flyer that was emailed last night.

On Thursday, September 10th, Madam Basileus and I participated in a SC Region Hurricane Laura Relief Call. On this call, Madam Regional Director Joya Hayes gave an update on the number of sorors in the SC Region that have reported being in need and affected Hurricane Laura. As of the time of that call, 102 total forms received and/or direct contact was made. There is an established process for helping those sorors and the rest of the community affected during this hurricane. The process for helping is as follows:

1. Cluster Coordinators will receive contact information for those sorors that have given permission to share.

2. Cluster Coordinators will work with Chapter Basilei on commitments to assist sorors with immediate need in their areas (gift cards, gas cards, cash, specific requests).

3. For chapters with no dedicated commitments, Cluster Coordinators will coordinate to receive donations for needs (gift cards, gas cards, cash, specific requests).

4. Donations: for sorors who prefer to give to the established AKA Disaster Fund instead of donating to individual sorors and/or for sorors who prefer to donate to supplies to the SWLA community, they can do so by using the links provided.

Alpha Kappa Alpha Sorority, Incorporated® Disaster Relief Fund: https://bit.ly/AKADisasterRelief

SWLA Center For Healthcare Services: 2000 Opelousas Street, Lake Charles, LA 70601 337-439-9983 https://givebox.com/swlacenterforhealthservices54062

https://bit.ly/AKADisasterRelief

https://givebox.com/swlacenterforhealthservices54062

Soror Joya emphasized that this is NOT a requirement but rather has been developed at the request of many sorors contacting the Regional Office looking for information on ways to help our affected sorors. She also indicated helping our sorors in need was the priority. Madam Regional Director further stated this endeavor was designed to create “connectivity” among sorors, not social gatherings and such, and any arrangements made by chapters should have a designated person to facilitate any drops, transfers, etc.

We should be receiving communication from our Cluster Coordinator at any time now with regards to the needs of the affected sorors assigned to our area. Any donations made using chapter funds can be counted under Target 3: Operation AKA Assist. Therefore, we will be donating the remainder of the funds available in the budgeted dollars for Target 3 and converting it into the form of gift cards. Sorors can also give individually, but Madam RD requested this be done through the Programs Chair or another appointee for the total impact to be properly tracked and calculated. THIS IS NOT A COMPETITION!

I am point of contact for Tau Iota Omega. All cash/monetary donations will be converted into gift cards. Any soror wanting to donate can send the funds to me using either of the following mediums:

1. CashApp: $LadyLKE 2. PayPal: paypal.me/LaDonnaMontgomery 3. Zelle: 985-507-4378 4. Mail: 15023 Woodlore Dr, Baton Rouge, LA

70816

Since sorors are in need right now, the objective is to collect all donations as soon as possible so they can be converted to gift cards and ready to distribute as soon as our chapter receives the list from the Cluster Coordinator. So sorors, time is of the essence if you are planning to donate.

As a reminder, blank logs for Black Dollars 365 can be found on the Members on section of the Tau Iota Omega website. As you complete them, please email them to me at [email protected]. Lastly, there was an announcement received from Soror Kathy Townsend regarding the annual community health fair hosted by her church, Hartzell Mt. Zion in Slidell, LA. Our chapter has participated in the past under Target 2,

mailto:[email protected]

Pecunious Grammateus:

but we cannot participate this year due to the current Covid-19 climate. This event is usually a huge success and real benefit to the community. The date is Saturday, 9/26/2020 from 9a-1p and there will be a blood drive, flu shots, community outreach and giveaway, and free meals from 11a-1 or until all meals are distributed. Masks will be required, and social distancing measures will be in place. Please spread the word!


yes ( X ) no ( )

Soror Coleatha Fowler-Walker, our Pecunious

Grammateus, reported the following:

~August 1, 2020 to August 31, 2020~

Money collected during the Month of August 2020 as follows: 2021 Chapter Dues $894.12 2020 Chapter Assessment Payment

$8,584.39

2020 Chapter Retreat $200.00 Refund from Alpha Kappa Alpha Sorority, Inc., (overpayment for Y. Tabb COIP)

$100.00

Refund from Alpha Kappa Alpha Sorority, Inc., (overpayment for per capita/EAF fund Jada Williams)

$135.00

Alpha Kappa Alpha Sorority, Inc., refund for AKApollo Entry Fee

$50.00

We Help Each Other (WHEO) Fund

$0.90

TIO Chapter Sweater $139.00 TIO Chapter T-Shirt $56.00

Grand Total Collected: $10,159.41

Tamiouchos:


yes ( X ) no ( )

Soror Jacquelyn Warren-Williams, our Tamiochous,

presented the Finance report:

For the period ending August 31, 2020:

$41,894.18 in the Operating account

$2,700.00 = Corporate Overpayments

Receivable

$21,102.78 in the Fundraiser/Program

account

$65,696.96 equals the Total Assets as of

August 31, 2020.

COMMITTEE

REPORTS:

Constitution & Bylaws:


yes ( X ) no ( )

Soror Paige Johnson, our Parliamentarian, presented

the Constitution & Bylaws committee report as

follows:

All proposed amendments and/or REVISONS

MUST BE SUBMITTED IN WRITING AND

RECEIVED no later than Saturday, September 26,

2020, at 5:00pm to:

Soror Paige Johnson

Chapter Parliamentarian & Constitution Bylaws

Committee Chair

Cell: (985) 415-5557

Email: [email protected]


Nominating:

Mirror Check: Grab Your Documents!

✓ Tau Iota Omega Chapter Bylaws

✓ National Constitution and Bylaws (Pink)

✓ Manuel of Standard Procedure (Green)

How should I submit my amendment?

This section is not a subsection of SECTION 4. Section 4 defines

a "Transferring Member". The following verbiage defines the

financial responsibilities of transferring undergraduate

members. It should be SECTION 7, not SECTION 4a. A

financial undergraduate soror graduating in the spring or

summer may affiliate with Tau Iota Omega Chapter the

following August for the remainder of the calendar year at

no charge to the soror. However, undergraduate sorors

completing their degree in the fall or winter will have 50%

or their local dues waived for the following calendar year

only. All undergraduate sorors transferring into the chapter

under these provisions remain responsible for any and all

assessments levied from the time of their active membership

in the chapter. (Revised 8/12/2017)

This Section is not a subsection of SECTION 5. Section 5 defines

a "Reactivating Member". The following verbiage defines the

financial responsibilities for newly initiated, transfer and

reactivating members. It should be SECTION 8, not SECTION

5a. Sorors who are newly initiated, reactivated, or who

transfers into the chapter on or before June 30th , shall pay

all national dues, chapter dues and chapter assessments as

set forth in the current fiscal year’s annual budget.

However, sorors who are newly initiated, reactivated, or

who transfers into the chapter on or after July 1st, shall pay

all national dues, prorated chapter dues and chapter

assessments as set forth in the current fiscal year’s annual

budget. Pro-rated dues shall be one-half (50%) of the local

dues for the current fiscal year. All sorors remain

responsible for any and all assessments levied from the time

of their active membership in the chapter. (Revised

8/12/2017)

SECTION 7 should be renumbered to SECTION 9.


yes ( X ) no ( )

Soror Simeon Thomas-Goines, our 2020 Nominations

Chairman, presented the following:

Purpose: To convene to certify the credentials of all

candidates for office and preparing the official list of

nominees.

Meeting Dates - September 1, 2020 and September 8,

2020

Focus: Holding Elections in a Virtual Environment

Open positions and requirements

Template for Candidate Presentation

Voting tools to aid in successful real time

voting results

Voting options for Sorors needing assistance

with technology

Chapter Bylaws

Candidate Requirements

Basileus and Anti-Basileus:

• Have been an active member of the chapter for

two consecutive years immediately preceding

her candidacy.

• Have attended at least one Boule, Regional

Conference or Leadership Seminar during the

two years immediately preceding the current

election.

• Have held an office or have served as a

committee chair

Graduate Advisor


two consecutive years immediately preceding

her candidacy.




election.

• Be certified by Alpha Kappa Alpha Sorority,

Incorporated Graduate Advisor Certification

Committee

• Meet the requirement of a five-year period

between the time a Soror graduates from an

undergraduate college or university education

program and her nomination for the position

Grammateus, Anti-Grammateus, Tamiouchos,

Pecunious Grammateus, Epistoleus, Hodegos,

Philacter and Ivy Leaf Reporter


one year immediately preceding her

candidacy, and




election

Additional Candidate Requirements:

• No member may run for the following offices

simultaneously:

• Basileus, Anti-Basileus, Grammateus, Anti-

Grammateus, Pecunious Grammateus,

Tamiouchos or Graduate Advisor.

• If a Soror is nominated for more than one of

these offices, the Chairman of the Nominating

Committee shall notify the nominee and give

her the opportunity to select the office for

which she wishes to be a candidate for.

Candidate Presentation Template:

• Candidates accepting a nomination for a

position must be vetted and qualified by

nominating committee and ratified by the

body.

• Candidates must submit qualifying

documentation for the position they have been

nominated for. This information must include

a headshot photo, bullet points about

candidate, active membership information,

certification (if applicable), conference

attendance (if applicable), etc.,

Chapter Bylaws:

Article IV – Section 8a.

• Nominations from the floor shall be permitted

at the October meeting and will remain open

until commencement of the vote at the

November meeting.

Challenge

• The Nominating Committee will not have the

opportunity to properly vet the candidate to

determine their qualifications timely in a

virtual environment and keeping with having

an efficient virtual meeting. The potential

candidate will not be able to be properly

presented to the chapter as a part of the

Nominating Committee slate of candidates'

presentation.

Article IV – Section 8a. Recommendation

The Nominating Committee recommends that

Article IV – Section 8a be amended to read:

• “During the virtual period for Nominations of

officers for Tau Iota Omega, nominations from

the floor shall be permitted at the October

meeting and will remain open until Saturday,

October 31, 2020 until 6:00pm.”

• Sorors will be able to contact the

nominating committee chair during

these 3 weeks to provide names of

potential candidates they which to

nominate for an office.

Voting:

Voting Process

• In order to cast a vote, a Soror shall meet all

financial obligations.

Contact Information:

Soror Simeon Goines

(504)913-4189

[email protected]


Old Business:

2020 TIO Scholarship Awards:


yes ( X ) no ( )

Soror Kenita Nicoulin, our Scholarship chairman,

presented the Scholarship Report:

Updates from August Meeting

• Correction of 38, not 36, applicants who met

the original March 13 deadline

• Applicants’ scores were combined using two

assessment criteria—Applicant Profile

(included ACT score (scale), GPA (scale),

Letters of Recommendation, Extracurricular

Activity Involvement, Awards and Honors,

and Community Service) and Electronically-

Submitted Essay

• Members of the committee scored essays—all

identifying information of applicants was

removed to keep the scoring process fair and

unbiased

Results from applicant scores

• One application received after March 13

deadline--disqualified • 8 applicants disqualified during scoring: 3-

essay submitted after deadline, 1-no essay, 4-attending 2 year institutions

• 3 applicants awarded 5 bonus points—HBCU attendees

• Top 8 scores selected as winners; 1 is attending an HBCU (Southern University, BR)

• Winners to be notified following chapter meeting

2019-2020 scholarship winners

• Rian Brown • Attended Hammond High Magnet School,

Hammond, LA • Currently enrolled at the University of

Louisiana, Lafayette

• Channing Catchings • Attended Hammond High Magnet School,

Hammond, LA • Currently enrolled at Southern University

• Karisa Greenlee • Attended Salmen High School, Slidell, LA • Currently enrolled at Louisiana State

University

• Isabella Kerth • Attended Mandeville High School,

Mandeville, LA • Currently enrolled at Louisiana State

University

• Samantha Loeffler • Attended Northshore High School, Slidell, LA • Currently enrolled Rice University

• Kassidy Nielson • Attended Franklinton High School,

Franklinton, LA • Currently enrolled at the University of

Louisiana, Monroe

• Theresa Pham • Attended Northshore High School, Slidell, LA • Currently enrolled at Louisiana State

University

• Olivia Wehrman • Attended Fontainebleau High School,

Mandeville, LA • Currently enrolled at Mississippi State

University

2020 Chapter Retreat:

Next steps

• Committee to reconvene next week to plan a forthcoming chapter virtual scholarship celebration

• Scholarship recipients to receive official award letters, enrollment verification forms, instructions for chapter virtual scholarship celebration, and checks will be disbursed

• All other applicants will receive a thank-you letter to endear the chapter to the applicants for applying

See You at the Celebration and Next Chapter Meeting!


yes ( X ) no ( )

Soror Tiffany Scott, our 2020 Retreat Chairman,

presented the following:

• To Madam Basileus and Sorors Good morning! • Our “Pretty Girl Edition 2020: Quarantine & Chill”

themed Chapter Retreat is almost here! the

committee is excited for what is in store as this is

our FIRST-EVER virtual retreat!

• For those that were able to, thank you for

completing the chapter retreat survey. We

received 117 votes with some very useful

recommendations and feedback. This did help

with planning.

• As a reminder, our retreat will be held Saturday,

September 26, 2020 from 10:00 A.M. – 1:00 P.M.

via Zoom. Sorors will be sent a registration link to

join along with a password. We will be starting

on time at 10:00A.M. not 10:08 A.M. Therefore,

we ask that all sorors log-in at least 10 minutes

prior.

TIO Officer Shadowing Program:

• Additionally, a short tutorial video will be sent

out to the chapter, just some 101 basics on how

to operate Zoom.

• Attire: Social Justice T- Shirt – Ex: HBCU Shirt,

Black Lives Matter Shirt, Support Black

Businesses Shirt, Vote shirts, etc.

• If you have a little extra cash to spend, get ready!

There will be vendor shopping at the very end of

the retreat. In order to attend, you must stay on

until the very end.

Thank you sorors and this concludes my report for the 2020 Chapter Retreat!


yes ( X ) no ( )

Soror Jacquelyn Warren-Williams & Soror Michelle

Wilson, our Tamiouchos & Anti-Tamiouchos,

presented the following:

Tamiouchos (Treasurer):

As guardian of the chapter’s financial resources, the

Tamiouchos must be a trustworthy individual who is

capable of accounting for the chapter’s money using

good accounting principles.

Key Areas Responsibilities (Tamiouchos)

• Finance Committee Chair;

• Receives all monies from he Pecunious

Grammateus indicating source of funds;

• Keeps an orderly record of income and

expenses;

• Makes deposits all funds received within 5-7

days of receipt from the Pecunious

Grammateus;

• Pays bills promptly;

• Disburses all funds in the name of the chapter;

• Maintains checkbooks;

• Reconciles bank statements or depository

accounts;

• Makes monthly written financial reports to the

chapter; and

• Completes and submits the Annual Budget

Report and Statement of Financial Operations

to the corporate office by February 1st.

Tamiouchos Eligibility Requirements

• Knowledge of basic bookkeeping skills and/or

generally accepted accounting principles;

• Familiar with using databases or spreadsheets

(Microsoft Access or Excel);

• Knowledge of proper procedures for handling

finances and investments;

• Knowledge of local and state filing

requirements for non-profit organizations; and

• Ability to establish an orderly method of

recording income and expenditures.

Other Requirements (Unofficial)

• Must have a desire to do what is necessary to

hold these positions;

• Must be attentive to details and willing to put

in the time and effort to learn and understand

sorority and chapter financial operations; and

• Must be willing to provide the utmost

customer service, but always keep in mind

what is in the best interest of the chapter.

Tamiouchos Insights

“You must be fully committed to being a good steward

of the chapter’s finances. Finding a balance between

being sisterly and keeping it business can sometimes

be a challenge, but remember you are the financial

operations gatekeeper.”

Soror Jacquelyn Warren-Williams, MBA

Tamiouchos 2017-2020

Key Areas of Responsibilities (Anti-Tamiouchos)

• Supports and assists the Tamiouchos; and

• Performs financial duties in the absence of

the Tamiouchos.

Electronic Funds Transfer Acknowledgment

• PayPal Transactions,

• Eventbrite Transactions, and

• Transfers between the Operations and

Programs accounts.

Anti-Tamiouchos Eligibility Requirements

• Familiar with using databases or

spreadsheets (Microsoft Access or Excel);

• Knowledge of proper procedures for

handling finances and investments; and

• Ability to establish an orderly method of

recording income and expenditures.

Other Requirements (Unofficial)

• Must have a desire to do what is necessary

to hold these positions;

• Must be attentive to details and willing to

put in the time and effort to learn and

understand sorority and chapter financial

operations; and

• Must be willing to provide the utmost

customer service, but always keep in mind

what is in the best interest of the chapter.

Anti-Tamiouchos Insights

“Soak everything up like a sponge. Take the initiative

to learn everything that you can about your position

and Alpha Kappa Alpha. Treat it the way you would

anything that you have become good at doing. Make

yourself available to help your Tamiouchos without

overextending yourself. It is ok to say no when you

really can’t do something.”

Soror Michelle Wilson MSN, APRN, FNP-c

Anti-Tamiouchos 2018-2020

Save the Date(s):

2020 TIO Chapter Retreat ~ 9/26/2020

TIO Nomination of Candidates ~ 10/10/2020

TIO Chapter Elections ~ 11/14/2020

Announcements:

The meeting was adjourned at 12:14( ) a.m. ( X ) p.m. A motion was made by Soror Vickie

Garner and it was seconded by Soror Robin Glasper-Chapman to adjourn the meeting. The

next chapter business meeting will be on Saturday, October 10, 2020, at 10:00am tentatively at

the Courtyard Marriott in Covington, LA, depending on the status of the current pandemic.

Grammateus_Tameka T. White______________________

Date Approved:___________________________________

Basileus:________________________________________