EPSILON XI OMEGA CHAPTER EXO Executive Committee Meeting MINUTES Wednesday, October 7, 2020 7:30 pm Zoom

Attendees: See attached record from the Anti-Grammateus, Soror Cassandra Clady ​ Call to Order: 7:35 pm ​ Meditation: Prayer was led by Soror Charlaine Carter. ​ Adoption of the Agenda: Approved with the addition of the following: Grad Advisor’s Report, Archivist ​ Report and Sisterly Tea..

Approval of the September 2020 Executive Committee Meeting Minutes: The minutes were approved ​ with 1 correction.

Basileus’ Update - Soror Deborah Davis-Gillespie IRS Documents: We will soon receive a CP259A notice from the IRS which states that we need to file a ​ required tax return form. October 21 is the deadline to submit the form to the Corporate Office. Soror Mary Castleberry received a form from the IRS and will talk with Madam Basileus offline to discuss the details for the letter from the IRS. EAF Donation: We received an acknowledgement of a total donation amount of $1,683.00. ​ Membership Cards: Madam Basileus will give the cards to Soror Carmine Jones to mail out to the sorors. ​ Far Western Regional Founders’ Day: The celebration will take place virtually on Jan 30, 2021. A ​ Committee of the 4 clusters will plan the event. Soror Yvonne Yelder-Logan will share more information. Recognition: Madam Basileus would like to do a recognition ceremony for the 4 sorors who left us during ​ 2020. The event would be held on a Sunday afternoon. Soror Barbara Perry made the motion to have the families of our departed sorors included in this event. Motion carried. Live Well San Diego - This San Diego County initiative is aligned with Target 2. It is recommended that the ​ committee meet to discuss EXO becoming a Live Well Partner. Boule` Reports: We will complete the Boule` reports at the October Chapter Business meeting. ​

Bylaws Committee: Soror Donna L. Cook reporting. This review occurs every 2 years in line with the Boule`. ​ Thanked all committee members for their assistance. All submissions will be presented to the Executive Committee and the Chapter. There will be 3 readings at chapter meetings. Bylaws are used to provide structure and consistency to Chapter operations with clear and concise language. There are 15 recommendations up for review. The following proposals were reviewed: 1. Ebony Pearls Foundation* 2. Epistoleus*

Final Approval Copy 1 3. Selection of Delegates* 4. New Language - the AKA Youth Leadership AKAdemy. Soror Jaine Derrough made the motion to accept the recommendation of the Bylaws committee to not support this submission. Motion carried. 5. New Language - to Disallow the Nomination of Award Candidates from the floor.* 6. New Language - a soror may not nominate for another who is not present.* 7. New Language - a soror may not serve on the Nominating Committee if she is being nominated.* 8. Tamiouchos reimbursements to Delegates* 9. The Delegate Reimbursement Process. Soror Martha Logan made the motion that we accept the recommendation of the Bylaws committee to not recommend this proposal. Motion carried. 10. Renumbering under Article III and the removal of phrases. The Committee made the recommendation to eliminate the words: Charter Member and Mandatory. Soror Mary Castleberry made the motion that we accept the committee’s recommendation to eliminate the words “charter member” and the word “mandatory”. Motion carried. 11. Incorporate Standing Rules to the Bylaws. Soror Martha Logan made the motion that we support the recommendation of the Bylaws committee. Motion carried. 12. Special Rules of Order with regard to Electronic Meetings. Motion made by Soror Martha Logan that we accept the recommendation of the Bylaws committee. Motion carried. 13. - 15. Membership Intake Process. Soror Joyce Suber recommended we use the following language: EXO would follow the guidelines as set for in the most current edition of the Membership Intake Manual. *Proposals previously presented at the September Executive Committee Meeting and the September Chapter Business Meeting. The complete package of proposals will be placed under the Members Only section on the website and placed as a packet in the BNU.

Grad Advisors Report: Soror Mary Castleberry reporting. UC San Diego held an event for Greek ​ organizations. EXO attended and hosted a room. We had 17 visitors in the breakout booth/room. Soror Porsia Curry and Madam Basileus were thanked for setting up the virtual portal. Soror Jaine Derrough assisted Soror Mary Castleberry in the portal. There will be another NPHC Meet the Greeks event on October 14 at 5:00 pm and we will participate showing our EXO Video and Powerpoint Presentation. A link will be sent out at a later date.

Ivy Leaf Reporter: Soror Judy Long Pharoah reporting. EXO was featured in the digital copy, Spring 2020 ​ edition, for the “Our Kids for Peace” article. In the Summer 2020 edition, on page 29, EXO was featured for our “70 Year Anniversary Celebration”. Also listed were Sorors Octavia Todd and Glenda Beverly in the Ivy Beyond the Wall section. There is a plan to submit an article featuring the EXO Youth Leadership AKAdemy.

Nominating Committee: Soror Patricia Christian reporting. The committee met on Sept 29. They reviewed ​ the duties of committee members according to the Pandemic Guide and the Chapter Bylaws. All applications that were received by the Sept 19 date were vetted. The Pandemic Guide recommends nominations from the floor be held at the October Chapter meeting only. Those nominated need to complete the package on or before October 24. Soror Jaine Derrough made the motion that we accept the recommendation of the Nominating Committee. The motion carried.

Officer Positions: The committee has received 3 applications to date (Basileus, 1st Anti Basileus, and 2nd ​ Anti Basileus). The committee wants to send a survey to current officers with terms ending to ask if they are interested in continuing. It was recommended that the committee consult the Pandemic Guide for Voting. Soror Joyce Suber will send the guide to the Committee Chair. The following positions are open and we Final Approval Copy 2 currently have no candidates: Epistelous, Pecunious Grammateus, Nominating Committee, and Anti Grammateus. The deadline is Sept 19.

Tellers: Soror Jaine Derrough reporting. The committee met on October 5 and reviewed the Pandemic Guide ​ to govern the process. The committee will determine the voting process.

Protocol: Soror Martha Logan reporting. Polishing our Pearls guidelines are monthly tips coming from the ​ Corporate Office that will be presented at all sorority meetings.

Financial Reports: The financial reports were made by the Pecunious Grammateus, Soror Carmine Jones ​ and the Tamiochous, Soror Annette Weathington. See the detailed Financial Reports located under the Members Only section of the website. Madam Supreme has reduced our Per Capita by $25.00 (now $100.00). The new schedule is as follows: 2020 Dues Schedule 2021 Dues Schedule Golden and Life $160 $ 30 Life 340 190 Golden non Life 465 290 Regular non Life 465 290 Reactivation 485 420

2nd Anti-Basileus Report - Soror Emma Turner Operations

Standards: Soror Barbara Perry reporting. The Standards Self-Assessment will be conducted mid year at the ​ October, November, and December meetings. It will be online and hard copies mailed to sorors who need a hard copy. Deadline for return mail is December 1.

Membership: Soror Jillion Harris reporting. The committee wants to get on the master calendar for 2 events. ​ They want to plan a Mentee Mixer on October 31 with a Halloween theme at 6:00 pm. Open House has been pushed back and will be held virtually on Sunday, Dec 6.

Archives: Soror Irene Outlaw reporting. The committee will be taking a tally of those who want to purchase ​ the former History book and then begin to create a new history book.

Sisterly Yours: Soror Breahna Gillespie reporting for Soror Constance Logan. The committee will make a ​ determination to continue the December Tea Party virtually or delay.

1st Anti-Basileus Report - Soror Dianne Joiner - International & Local Programs

Leadership AKAdemy Committee: Soror Patricia Grooms-Jones reporting. The Virtual Ball presentation is ​ to be streamed on December 26 or 27 due to the No-gathering mandate. The Souvenir Journal will be printed and the number printed will be determined by the ticket donations. Asking Sorors to submit historical photos from prior Debutantes. The Legacy Hotel will provide a full refund and well as the florist. Partners will be

Final Approval Copy 3 recognized in the Journal. There will be a budget established for the activities with the virtual event. On Wednesday, October 21, the committee will host a Parent meeting to inform the families of all recent plans.

Education Committee - Target 1 HBCU for Life: Soror Ethel Daniels reporting. The committee planned a ​ series of weeklong events highlighting HBCU’s.

Health Committee - Target 2 Women’s Healthcare & Wellness: Soror Danielle Walker reporting. October ​ is Breast Cancer Awareness month. They will have a series of events for this month. Details will be forthcoming in the BNU.

Connection Committee: Soror Cassandra Clady reporting. The committee met on Sept 30. They are ​ planning an upcoming voter informational session with a date to follow. On Saturday on Zoom, October 10 the committee will host the first public Proposition Forum. It is recommended that sorors read the Political Do’s and Don'ts as sent forth from Madam Supreme. All sorors are encouraged to vote and to encourage others to do the same.

Sisterly Relations: Soror Raushaun Johnson-Knox reporting. She requested sorors to send pictures of those ​ who have gone off to college to the committee.

Correspondence: Epistoleus Report - Soror Breahna Gillespie reporting. She will present letters at the ​ upcoming chapter meeting.

Adjournment: 10:55 pm

Respectfully Submitted,

Soror Helen V. Griffith Grammateus

Final Approval Copy 4 Alpha Kappa Alpha Sorority Inc. Epsilon Xi Omega Executive Committee Meeting Attendance Date: October 7, 2020 Submitted by: Soror Cassandra Clady, Anti-Grammateus Attendance: 33 Sorors Electronic Roll Call 1 Khadija Basir 2 Latisa Carson 3 Charlaine Carter 4 Mary Castleberry 5 Beverly Chandler 6 Cassandra Clady 7 Patricia Christian 8 Donna L. Cook 9 Ethel Daniels 10 Jaine Derrough 11 Kerri Everett 12 Deborah Davis-Gillespie 13 Breahna Gillespie 14 Elizabeth Goodman 15 Helen V. Griffith 16 Patricia Grooms-Jones 17 Jillion Harris 18 Dianne Joiner 19 Carmine Jones 20 Melony Knight 21 Charlene Lemons 22 Martha Logan 23 Yvonne Yelder-Logan 24 Irene Outlaw 25 Pamela Gray Payton 26 Barbara Perry 27 Joyce Suber 28 Sheryl Truitt 29 Emma Turner 30 Danielle Walker

Final Approval Copy 5 31 Annette Weathington 32 Ida Williams 33 Prudence Williams

Final Approval Copy 6