gulf coast province winter assembly · foundation and/or province scholarship fund • gcp t-shirts...
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GulfCoastProvinceWinterAssembly
Hostedby:EpsilonKappaNashville,TN
January4th-6th,2019
BusinessSession
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RollCall
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ReadingofPreviousMinutesFromthe2018SummerAssembly
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HouseUpdatesEpsilonKappa
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OfficerReports
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Satrap-JulianneWillis• Charges:
o Completed:o Presideatallassemblymeetingsandenforceadherencetotheconstitutionandby-lawsofthefraternity
o Appointallcommitteesandassigncommitteecharges
o ConferwithViceSatrapregularlyabouttheprogressandstandingsofthecommittees
o SustaincommunicationbetweentheCentralOfficeandotherSatraps
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ViceSatrap-KeeganRayford• Charges:
o Completed:• ServeastheliaisonbetweentheExecutiveCommitteeandthestandingcommittees(includinganyspecialcommitteescreated)
• Receiveupdatedreportsquarterlyfromcommitteechairsinordertotrackprogress
• WorkwiththeProvinceAssemblyPlanningCommitteetoassistwiththechaptershostingWinterandSummerAssemblies
• WorkwithAdvisory/Awardscommitteeindevelopmentofawardsandscholarships
o Other:• ProvincePlanningSurvivalGuide• InitialstagesofCharteringMississippiGrad
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Secretary-EmilyHailstone• Charges:
o Completed:• Maintainprovincerecordsincluding:contactinformationforexecutivecommittee,chapterofficerinformation,chapterrosters,etc.
• Keepminutesatallprovincemeetingsandconferencecalls• Collaboratewithotherofficerstomaintainfluidcommunicationbetweenthechaptersandtheexecutivecommittee
• ActasaresourcetochaptersinregardstotheChapterProgressReportwiththeassistanceoftheGCCDelegateandAlternateDelegate
• MaintainProvinceOfficeremailaddressesandensurepassedtothenextsetofofficers
• Other:o Createdsemestereventcalendars
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Treasurer-ConnorStuart• Charges:
o CompletedCharges• Maintainprovincefundsandrecordsthereof• EstablishabudgetfortheprovincebyMarch15thinconjunctionwiththefinancecommittee
• Providetreasurerreportsatprovincemeetingsandonconferencecalls
• Prepareinvoicesandcollectduesfromchapters• WorkwiththefinancecommitteetomaintaintheprovinceleadershipscholarshipandresearchaprovincebackedKappaPsiFoundationScholarship
o Other• Filetaxes/avoidwrathofIRS
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DeferredOfficerReports• Historian-BrittanyForseth
o DeferredtoPublicationscommitteereport• Chaplain-ToddHarris
o DeferredtoRitualcommitteereport• Parliamentarian-D.J.Onuaguluchi
o DeferredtoLegislativecommitteereport• ImmediatePastSatrap-FernandoDiggs
o DeferredtoElectionscommittee
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SupervisorsReportProvinceSupervisor-HarryMarcelinProvinceAssistantSupervisor-CJDuru
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CommitteeReports
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Legislative/RiskManagement• Charges:
o Completed:• Ensurethatallchapters’ordinanceshavebeenupdatedinaccordancetonationalstandards.• Completeanytemplates,surveys,orlegislativeupdatesnecessaryandsubmittoGrandCounselorwhennecessary
• ProviderecommendationstotheProvinceregardingchangesneededtoProvinceBy-Law• ServeastheresourcetoRobert’sRules,ProvinceBy-Laws,andtheConstitution• ConvenewithchapterparliamentarianstodiscussanybarrierstheyarefacingandensureproperuseofRobert’sRulesinChaptermeetings
• Create,callfor,andbringforthresolutionsduringeachassembly• Ensureallchaptershaveupdatedsignaturesofallmembersforriskmanagementeveryacademicsemester
• Maintainanup-to-daterecordofofficialformsshowingthatriskmanagementandsocialmediapolicieshavebeenreviewedwiththeBrothersofeachGulfCoastProvincechapterandhavebeensignedbythecurrentchapterRegent.
• CoordinatewithChaptersintheGCPtoensurecompliancewithNationalRiskManagementpolicies
• CoordinatewithhostingChapterofAssemblytoenforcethefraternityRiskManagementpolicyatProvinceevents
• CreateacheatsheetforRobert’sRulesandprovideonprovincewebsite• DevelopinconjunctionwiththeprovinceParliamentariananupdatedteachingpresentationwithapplicableexamplesinregardstoriskmanagement
• AssistinmaintainingcompliancewiththepicturepolicyonsocialmediaandGCPandchapterwebsites
o SubjectivelyIncomplete:• DevelopaRiskManagementworkshoptobegivenatSummerAssemblyinconjunctionwiththeParliamentarian.
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ProvinceAssemblyPlanning• Charges:
o Completed:• Establishcontactwiththeothermembersofyourcommitteeandgettheircontactinformation
• AssisttheprovinceVice-SatrapandtheHostChaptersinorganizingtheAssembly• CoordinateCEactivitieswiththehostchaptersofAssemblyandprovinceVice-Satrap• Establishmonthlycontacttoaidthehostchapters• AssistprovinceVice-Satrapinestablishingdeadlineforcompletionofplanningportionsofassembly
• Contactfuturehostchaptersandpreparethechapterstohostassembly• Contactgraduatebrothersandchaptersnearhostchapteraaidinassemblyplanning
o In-progress:• Contactfuturehostchaptersandpreparethechapterstohostassembly• Developandmaintainanactivelistoftheorderofcollegiatechapterstohostsummerandwinterassembliesandtodisplayontheprovincewebsite
• Assistintoestablishingawrittenmanualtoaidfuturehostchaptershostingassemblyandpublishonprovincewebsiteo Currentlykeepingrecordsofassemblyplanning
• Contactgraduatebrothersandchaptersnearhostchaptertoaidinassemblyplanning
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Publications• Charges:
o Completed:• AllchapterssubmittedarticlesfortheMASK,Provincewebsitehasbeenkeptuptodate
o In-progress:• ContinueassistingchaptersinfollowingFraternitysocialmediapolicy,continuewithkeepingsocialmediaplatformscurrent
• Other:o Thankyoutoallthemembersofthisyear’sPublicationscommittee
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Advisory/Awards/GCD• Charges:
o Completed:• ServeasadvisorstoProvinceExec• Establishnewandupdateawardcriteriaforrecognitionofchaptersandindividualbrothers
• Updatecriteriaforageneralleadershipscholarshiptobeawardedatwinterassembly• PromoteAwardsandScholarshipstochaptersandbrothers• AssistprovinceVice-Satrapinthedevelopmentandprocurementofawardplaques,certificates,etc.
• Establishrulesandregulationstobywhichtoabidewhenutilizingtheprovincelogo.o In-progress:
• EstablishayearlyGCDmeetingatWinterAssembly• Other:
o Workedwiththefundraisingcommitteeandtreasurertoexpandthescholarshipsfromtwo$150awardstofour$500awards
o Establishednewcriteriaforanewawardgiventothechapterwiththebestreporthighlightingthephilanthropytheycompletedthatyear
o Establishednewrulesfortheexistingawardso Decidedwiththetreasurerandvice-satrapwhatawardsshouldbegiven
• WillsendplaquesinthemailpostWinterAssemblyo Establishedawardsemailforspecificawardsbusinesstouseinthefuture
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ProvinceDevelopment/GraduateRelations• Charges:
o Completed:• Sentpersonalemailstorecentlygraduatedbrothersofferingassistanceinconnectingthemtolocalgradchapters
• CreatedGroupMeforcollegiatechapteralumniliaisonstoencouragecommunication
o In-progress:• Creatingacomprehensivesurveytocollectinformationfromchapterstohelpidentifythestrengthsandweaknessestoimprovechapteroperations
• Other:o Futureinitiativeswillbefocusedatimprovinggraduatechapterinvolvementandcreatenetworkingopportunitiesbetweenstudentandalumnichapters!
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Finance/Audit/Fundraising• Charges:
o Completed:• Establishcontactwiththeothermembersofyourcommitteeandgettheircontactinformation• AssistprovincetreasurerindevelopingabudgetforcurrentProvinceexpendituresbyMarch15• AssistprovincetreasurerindevelopingaproposedbudgetforpotentialProvinceexpendituresbyMarch15
• ResearchasustainablegeneralscholarshipfundfortheprovinceandpresentatnextWinterAssembly(MutualFund,FoundationScholarship,etc.)
• AuditanyindividualorgroupwhopossessesGulfCoastProvincefundsorpropertyifrequestedbyProvinceorSatrap
• Developatleast2fundraisingitemsperyeartopresentatthefirstinformalcommitteereport• AssisttreasurerinmaintainingsquareandPayPalaccounts• DeveloponefundraisingeventforaportionoftheproceedstocontributetotheKappaPsifoundationand/orprovincescholarshipfund
• GCPT-shirtsnet$425• Establishapacketofmerchandisersthatcanbeutilizedforfundraisingefforts
o Incomplete:• Utilizetheprovincelogoonatleastonefundraisingitem• Encourageandacquiredonorsforthisscholarship
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Philanthropy• Charges:
o Completed:• Establishcontactwiththeothermembersofyourcommitteeandgettheircontactinformation
• Establishaprovincephilanthropyandsupportthenationalphilanthropy,ReachOutandReado ProvincePhilanthropy:HabitatforHumanityo EstablishedcontactwithlocalReachOutandReachprogramsforeachchapter
• Supportchaptersintheirphilanthropicprojectsandpromoteinter-chaptercollaborationo Compiledinformationoneachchapter’sphilanthropicevents
o In-progress:• EstablishonephilanthropyeventtooccurateachassemblyandGrandCouncilConventiontobepresentedatthefirstinformalcommitteeo SummerAssembly:65booksdonatedtoPediatricClinicofEastAlabamaReachOutandReadProgram• Firstprovincetohaveaphysiciancomeandspeaktous
o WinterAssembly:HabitatforHumanityandMonroeCarrellJr.Children’sHospitalReachOutandReadProgram
o GCC:GeorgetownMinistryCenter• Restaurantfundraiser
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Ritual• Charges:
o Completed:• WorkwithChapterstoeducateandassistwithconductingtheritualproperly• Establishcontactwithchaplains/Ritualistfromeachchapter• Inquireandgatherupdateddetailsregardingeachchapter’sprocessmemberintakeprocessinordertoassesscompliancewiththeriskmanagementpolicyandoveralleffectiveness
• CoordinatewiththeNationalRiskManagementandRitualCommitteetomaintaincompliancewithnationalpolicies
o In-progress:• AssistprovincechaplaintoupdatethelistofregaliaeachChaptercurrentlyhasandpromotetheadditionofregalia
• Helpchapterstodevelopfundraisersandincontactinggraduatebrotherstoaidwithpurchaseofregalia
• Establishacurrentlistofregalianeeded/wantedateachchapter• PromoteGraduateChapterorExecutiveCommitteeinvolvementintheritualofinitiationinconjunctionwiththeProvinceDevelopmentCommitteesbycreatingalistofallinitiationdatestosharewiththeGulfCoastProvince
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Elections• 13candidatesallverified• Nextyearsetupformalchargesinthefuture
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ChapterReports
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Lunch12:00PMto1:30PM
PicnicinCentennialPark
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RollCall
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LegislativeSession
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ProvinceOfficerNominationsand
Elections
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Satrap• Elected:
o EmilyHailstone
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• Nomineeso EmilyHailstoneo KeeganRayford
Vice Satrap• Elected:o ConnorStuart
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• Nomineeso EmilyHailstoneo DemetriusOnuaguluchio ConnorStuart
Secretary• Elected:
o BrittanyForseth
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• Nomineeso BrittanyForsetho BaileyFowlero ConnorStuart
Treasurer• Elected:
o BrookeGooderham
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• Nomineeso BrookeGooderham
Historian• Elected:
o KeithanRayford
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• Nomineeso KeithanRayford
Chaplain• Elected:
o BryanKeen
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• Nomineeso BlancaCanaleso BryanKeen
Parliamentarian • Elected:
o JeffHonea
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• Nomineeso JeffHoneao StephenRead
GCC Delegates • Elected:
o GCCDelegate:• StephenRead
o Alt.GCCDelegate:• StephanieWendlandt
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• Nomineeso StephenReado StephanieWendlandt
ChapterReports(continued)
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EveningEvents• 4:30PMto6PM~FreeTime• 6:00PMto7:00PM~ProvinceOfficer/GraduateReception
o Location:Clydes1700ChurchSt,Nashville,TN37203o RecommendedTransportation:SelfParking
• 7:00PMto8:30PM~DinnerandReceptiono Location:MeetingRoomoftheMarriottatVanderbilto Attire:Semi-formal
• 9:00PMto12:00AM~EveningSocialEvento Location:CrazyTown308Broadway,Nashville,TN37201o RecommendedTransportation:Uber/Lyft
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PhilanthropySession
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CEPresentation“AReviewofStandardsforMedicalCareofDiabetes2019”
Topic:CurrentDiabetesGuidelinesandPracticesprovidedby:Dr.ConditSteilLocation:MeetingRoom
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