PHI BETA SIGMA FRATERNITY, INC.
2013 Southwestern Regional Secretary Report
Eric Wells
PHI BETA SIGMA FRATERNITY, INC.
T: (816)665-3209 E:
Introduction
As the Southwestern Region Secretary, my obligation is to ensure the duties of this position set forth in the Regional Constitution are met. In addition, look for opportunities that will add value and can be measured.
Table of Contents
Introduction 2
Accomplishments 3
Lessons Learned 3
Recommendations 3
Closing and Summary 3
Meeting Minutes……………………………………………………………………………………………………………………………….4-30
Accomplishments
Below are the activities that occurred in 2012 and 2013 that were met:
å Participated in all Regional Conference calls
å Attended Regional Board meeting
å Published meeting minutes from each conference call
å Maintained updates for the SW Region Communication Guide
Lessons Learned
As I close out my first year as Regional Secretary, I have observed during many conference calls there are challenges that impede goals from being met, but the opportunity is available to find a creative solution. In addition, the number one focal point is being accountable not only in the fraternity, but in life which produces results.
Recommendations
I will produce a best practice document before the end of my term as the Regional Secretary Position that can be used as a transition model for effectively performing the duties of this position.
Closing and Summary
As I close out my first year as Regional Secretary, I will continue to be accountable for my tasks and look for efficiency opportunities. In addition, continue to expand my knowledge about the business of this illustrious fraternity.
Fraternally,
Bro Eric Wells
Bro Eric Wells
Southwest Regional Board Meeting
Conference Call Minutes
7/18/2012
I. Call to order
Bro. TJ Lewis called the meeting to order at 9:01 pm (CST)
II. Opening Prayer
Bro. Michael Murry
III. Discussion items
a) Serious Sigma Leadership Summit – The deadline for registration is August 5, and as-of July 18 nine brothers are registered from the region.
Meeting Date: August 9 – 11, 2012
City: Charlotte, NC
b) 2012 Regional Board Meeting
Meeting Date: September 22, 2012
City: Kansas City, MO
Bro. Jourdon Morgan sent out an email on July 23 with details about the events, and there are critical deadlines that must be acted upon.
c) 2012 Goals and Objectives – There are still opportunities for brothers to assist with the goals and objectives. If you know of a brother who can participate in achieving these goals--please send the name, email address, and phone number to Bro. TJ.
d) Communication Guide - The first phase was to review the first ten pages of the document for any changes or clarification. The changes to the Communication Guide were made based on the conference call discussion amongst the Regional Board. Bro. Eric Wells will be the owner of this document when modifications are needed, and a revised document will be distributed to the Regional Board.
IV. Next Conference Call Meeting
Date: August 1, 2012
Time: 9:00 pm (CST)
Conference number: 712-432-0075 Passcode: 453204#
V. Adjournment
Bro. TJ Lewis adjourned the conference call meeting at 10:01 pm (CST)
Southwest Regional Board Meeting
Conference Call Minutes
8/1/2012
I. Call to order
Bro. Joshua Busby called the meeting to order at 9:02 pm (CST)
II. Opening Prayer
Bro. Jones
III. Adoption of 7/18/12 meeting minutes
Motion to accept meeting minutes Bro. Joshua Busby and 2nd by Bro. Joseph Wilson (Motion passed)
IV. Serious Sigma Leadership Summit
Meeting Date: August 9 – 11, 2012
City: Charlotte, NC
As-of July 18th, 19 brothers are registered from the region.
V. 2012 Regional Board Meeting
Meeting Date: September 22, 2012
City: Kansas City, MO
As-of July 18th, Bro. Jourdon Morgan received confirmation from seven brothers who will go to the KC Royals baseball game.
VI. 2012 Goals and Objectives
Bro. TJ Lewis continues to encourage brothers to pass along names of individuals who can participate in achieving these goals and objectives.
VII. Southwestern Regional Communication Guide
Pages 10 and 11 were reviewed and changes are referenced in blue along with a strikethrough from the previous version. After the remaining pages are reviewed, the final document will reflect all modifications.
VIII. Announcement
The funeral for the Honorable August J. Marigny is Saturday August 4, 2012. A moment of silence was taking at 9:14 p.m. In addition, a motion was made to purchase an arrangement not to exceed $125 and it was 2nd by Bro. Rogers Hines. (Motion passed)
IX. Next Conference Call Meeting
Date: August 15, 2012
Time: 9:00 pm (CST)
Conference number: 712-432-0075 Passcode: 453204#
X. Adjournment
Bro. TJ Lewis adjourned the conference call meeting at 10:19 pm (CST)
Southwest Regional Board Meeting
Conference Call Minutes
8/15/2012
I. Call to order
Bro. TJ Lewis called the meeting to order at 9:02 pm (CST)
II. Opening Prayer
Bro. Ronald Parham
III. Confirmation of Officers’ Participation
Title / NameRegional Director / TJ Lewis / X
Immediate Past Regional Director / Martin Currie / X
1st Vice Regional Director / Joshua Busby / X
2nd Vice Regional Director / LaDarius Millen / X
Treasurer / John Toombs / X
Secretary / Eric Wells / X
Parliamentarian / Timothy Wallace / X
Chaplin
Legal Counsel
AR State Director / Rico McClarity / X
KS State Director / Daniel Leong
MO State Director / Roger Hines / X
NE State Director / Todd Brewer / X
OK State Director / Tim Derrit / X
TN State Director / Edward Jordan / X
AR Area Director (Central) / Jessie Flack / X
AR Area Director (Western) / Redell Thompson / X
AR Area Director (Southern) / Linnie Wear
AR Area Director / Jerome Thomas
KS Area Director / Al Anderson
MO Area Director (Central)
MO Area Director (Eastern) / Terrence McCoy / X
MO Area Director (Western) / Richard Mitchem / X
OK Area Director / Michael Sapenter
TN Area Director (Eastern) / Donald Hudson
TN Area Director (Western) / Dwayne Scott / X
TN Area Director Ass. (Western) / Brandon Pollard
Director of Social Action / Joseph Wilson / X
Director of BBB / Donald Hudson
Director of Education / James Bailey
Director of Sigma Beta Club / Darrin Coney
Executive Assistant / Brandon Hill / X
Collegiate at Large / Seth Quartey
Collegiate at Large / Tevin Jones
Director of Alumni Affairs / Richard Moss
Director of Collegiate Affairs / Michael Murry / X
Director of Publicity / Ronald Parham / X
Historian
Conference Planner / Jourdan Morgan / X
Past Director / Sylvester Davis
Past Director / Waymon Ponds
Past Director / William Hayslett
Past Director / JW Mason
Past Director / Daryl Anderson
Past Director / Keith Pitts
Past Director / Micheal Cristal
IV. Adoption of 8/1/12 Meeting Minutes
Motion to accept meeting minutes Bro. Richard Mitchem and 2nd by Bro. Ronald Parham (Motion passed)
Bro. TJ Lewis wants to reiterate the appropriate introduction when responding to a motion is: “I move that we…”
V. Serious Sigma Leadership Summit Post Conference
In addition to the stats that were listed on the agenda item from 8/15, Bro TJ Lewis stated “only 5% of brothers from the Southwestern Region were represented at the conference.”
VI. 2012 Regional Board Meeting
Meeting Date: September 22, 2012
City: Kansas City, MO
Bro. Jourdon Morgan announced that the board will not pay for the tickets to the KC Royals baseball game. The deadline for the hotel registration is August 24. In addition, the agenda for the meeting will be available prior to the next conference call.
VII. 2012 Goals and Objectives
Bro. TJ Lewis continues to encourage brothers to move forward with the goals and objectives that are assigned to them. Bro. Joshua Busby requested the goals and objectives be emailed again so brothers know exactly what they have tasked to work on.
VIII. Southwestern Regional Communication Guide
We started on page 11—item number 4 under the Regional Board Meetings section, and ended on page 12. Changes are referenced in blue along with a strikethrough from the previous version. After the remaining pages are reviewed, the final document will reflect all modifications.
IX. Announcement
Intake will take place September 16 - November 12, 2012
X. Next Conference Call Meeting
Date: August 29, 2012
Time: 9:00 pm (CST)
Conference number: 712-432-0075 Passcode: 453204#
XI. Adjournment
Bro. TJ Lewis adjourned the conference call meeting at 10:05 pm (CST)
Southwest Regional Board Meeting
Conference Call Minutes
8/29/2012
I. Call to order
Bro. TJ Lewis called the meeting to order at 9:04 pm (CST)
II. Opening Prayer
Bro. Michael Murry
III. Confirmation of Officers’ Participation
Title / NameRegional Director / TJ Lewis / X
Immediate Past Regional Director / Martin Currie
1st Vice Regional Director / Joshua Busby
2nd Vice Regional Director / LaDarius Millen / X
Treasurer / John Toombs / X
Secretary / Eric Wells / X
Parliamentarian / Timothy Wallace
Chaplin
Legal Counsel
AR State Director / Rico McClarity
KS State Director / Daniel Leong
MO State Director / Roger Hines / X
NE State Director / Todd Brewer / X
OK State Director / Tim Derrit / X
TN State Director / Edward Jordan / X
AR Area Director (Central) / Jessie Flack
AR Area Director (Western) / Redell Thompson / X
AR Area Director (Southern) / Linnie Wear / X
AR Area Director / Jerome Thomas
KS Area Director / Al Anderson
MO Area Director (Central)
MO Area Director (Eastern) / Terrence McCoy / X
MO Area Director (Western) / Richard Mitchem / X
OK Area Director / Michael Sapenter
TN Area Director (Eastern) / Donald Hudson
TN Area Director (Western) / Dwayne Scott
TN Area Director Ass. (Western) / Brandon Pollard
Director of Social Action / Joseph Wilson
Director of BBB / Donald Hudson
Director of Education / James Bailey
Director of Sigma Beta Club / Darrin Coney
Executive Assistant / Brandon Hill
Collegiate at Large / Seth Quartey
Collegiate at Large / Tevin Jones
Director of Alumni Affairs / Richard Moss
Director of Collegiate Affairs / Michael Murry / X
Director of Publicity / Ronald Parham / X
Historian
Conference Planner / Jourdan Morgan / X
Past Director / Sylvester Davis
Past Director / Waymon Ponds
Past Director / William Hayslett
Past Director / JW Mason
Past Director / Daryl Anderson
Past Director / Keith Pitts
Past Director / Micheal Cristal
IV. Adoption of 8/15/12 Meeting Minutes
Motion to accept meeting minutes Bro. Eric Wells and 2nd by Bro. Richard Mitchem (Motion passed)
V. Fall Intake
Intake will take place September 16 – November 12, 2012. State and Area Directors please have all documents to Bro. TJ Lewis in sufficient time.
VI. (National) Regional Application Scholarships
There are a total of seven scholarships for a total of $5000. The deadline for application submission is September 30, 2012. The scholarships will be rewarded sometime in November 2012.
VII. 2012 Regional Board Meeting
Meeting Date: September 22, 2012
City: Kansas City, MO
Bro. Jourdon Morgan will email the agenda prior to the board meeting.
VIII. 2012 Goals and Objectives
Bro. TJ Lewis continues to encourage brothers, and reiterated the importance of making brothers accountable for their tasks.
IX. Southwestern Regional Communication Guide
We started on page 13 and ended on page 19. Changes are referenced in blue along with a strikethrough from the previous version. After the remaining pages are reviewed, the final document will reflect all modifications.
X. Announcement
There is finance position open at the International Headquarter which the candidate will have to relocate. Starting salary range is around $40k. In addition, board meeting reports are due by September 17, 2012.
XI. Next Conference Call Meeting
Date: September 12, 2012
Time: 9:00 pm (CST)
Conference number: 712-432-0075 Passcode: 453204#
XII. Adjournment
Bro. TJ Lewis adjourned the conference call meeting at 9:59 pm (CST)
Southwest Regional Board Meeting
Conference Call Minutes
9/12/2012
I. Call to order
Bro. TJ Lewis called the meeting to order at 9:01 pm (CST)
II. Opening Prayer
Bro. Michael Murry
III. Confirmation of Officers’ Participation
Title / NameRegional Director / TJ Lewis / X
Immediate Past Regional Director / Martin Currie / X
1st Vice Regional Director / Joshua Busby / X
2nd Vice Regional Director / LaDarius Millen / X
Treasurer / John Toombs / X
Secretary / Eric Wells / X
Parliamentarian / Timothy Wallace / X
Chaplin
Legal Counsel
AR State Director / Rico McClarity / X
KS State Director / Daniel Leong
MO State Director / Roger Hines / X
NE State Director / Todd Brewer / X
OK State Director / Tim Derrit / X
TN State Director / Edward Jordan / X
AR Area Director (Central) / Jessie Flack / X
AR Area Director (Western) / Redell Thompson / X
AR Area Director (Southern) / Linnie Wear
AR Area Director / Jerome Thomas
KS Area Director / Al Anderson
MO Area Director (Central)
MO Area Director (Eastern) / Terrence McCoy
MO Area Director (Western) / Richard Mitchem / X
OK Area Director / Michael Sapenter
TN Area Director (Eastern) / Donald Hudson / X
TN Area Director (Western) / Dwayne Scott
TN Area Director Ass. (Western) / Brandon Pollard
Director of Social Action / Joseph Wilson / X
Director of BBB / Donald Hudson / X
Director of Education / James Bailey
Director of Sigma Beta Club / Darrin Coney
Executive Assistant / Brandon Hill
Collegiate at Large / Seth Quartey
Collegiate at Large / Tevin Jones / X
Director of Alumni Affairs / Richard Moss
Director of Collegiate Affairs / Michael Murry / X
Director of Publicity / Ronald Parham
Historian
Conference Planner / Jourdan Morgan / X
Past Director / Sylvester Davis
Past Director / Waymon Ponds
Past Director / William Hayslett
Past Director / JW Mason
Past Director / Daryl Anderson
Past Director / Keith Pitts
Past Director / Micheal Cristal
IV. Adoption of 9/12/12 Meeting Minutes
Motion to accept meeting minutes Bro. Eric Wells and 2nd by Joshua Busby (Motion passed)
V. Fall Intake
Intake will take place September 16 – November 12, 2012. Bro. TJ Lewis needs all documents two weeks in advance.
VI. Forms
Advisor forms are needed regardless if an intake is taking place from every collegiate chapter active or inactive.