March 17-20, 2022 Little Rock Marriott 3 Statehouse Plaza Little Rock, AR 72201 1-877-759-6290 - Southwestern Region ...
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70th Southwestern Regional Conference March 17-20, 2022 Little Rock Marriott 3 Statehouse Plaza Little Rock, AR 72201 1-877-759-6290 Greetings Brothers, Chapters, and Guests: We are so excited and looking forward to seeing you during the 70th Southwestern Regional Conference, March 17-20, 2022 in Little Rock, Arkansas! The Regional Board, Conference Planning Team, and the Host Chapters Mu Beta Sigma and Lambda Gamma Sigma are eagerly working to assure that members and chapters will enjoy their conference experience. I encourage all chapter advisors and chapter presidents to review the entire kit with your executive boards to assure that each member is aware of submission deadlines and registration timelines. This year over sixty-five chapters from Arkansas, Kansas, Missouri, Nebraska, Oklahoma, and Tennessee will convene to absorb the information and training provided at the regional conference to ensure a successful program year in their local chapters. We will have an opportunity to delve into how to best promote our programs through outreach, stakeholder engagement, and efficient utilization of our resources. We will maximize our time for training because our MIP Certification is now in our Sigma LMS. We will once again host our most popular events: The Visual Art Competition, STEM Competition, Debate Competition, Oratorical Competition, Regional Greek Show plus the Southwestern Regional Miss Phi Beta Sigma Pageant. The Greek Show this year is open to alumni and collegiate chapters. We will also have the Regional Director’s Gala on Saturday night where we will install our elected officers and recognize several community leaders. Be on the lookout for the theme for the Regional Director’s Gala. The room rates at the Little Rock Marriott are $139.00 plus tax for single and double rooms. Make your reservations early to secure the conference room rate. For additional information regarding room reservations, you may contact the hotel at 1-877-759-6290. Last day to confirm your room for the conference is February 23, 2022. Please contact Bro. Jourdon Morgan at avip4u@prodigy.net with hotel questions. Brothers, as you all aware, our current COVID-19 policy requires proof of vaccination to attend. We will open the portal for brothers to upload proof of vaccination (POV) soon. When it is open, an email will go out to the brotherhood. In the Spirit of Brotherhood, Bro. Michael L. Murry 22nd Southwestern Regional Director Director22@pbssouthwestern.org Founded 1914 | Washington D.C. | www.phibetasigma1914.org | www.pbssouthwestern.org 1
70th Southwestern Regional Conference March 17-20, 2022 Little Rock Marriott 3 Statehouse Plaza Little Rock, AR 72201 1-877-759-6290 Early Bird Registration (Postmarked on or by January 15, 2022) Collegiate $165.00 Alumni $225.00 National Officer $150.00 th Pre-Registration (Postmarked from January 16 -January 31, 2022) Life Members until 1/31 Collegiate $165.00 Alumni $265.00 National Officer $150.00 Registration (Postmarked from February 1st – February 19th) Collegiate $165.00 Alumni $305.00 National Officer $150.00 Southwestern Regional DSC get the Early Bird Rate through February 19,2022 Regional DSC Member $225.00 Spring 2022 Initiates will get the Early Bird Rate and must be mailed in after 1/15/2022 Personal Information/ Fill out completely for all registrants Name Street Address | City | ST | Zip Telephone Home | Work | Cell E-Mail Address Chapter Membership # What size shirt do you wear? NA this Year Life Member Platinum Sapphire Gold National Officer Regional Officer Chapter Advisor DSC Guest Payment Method (to the Order of Phi Beta Sigma Fraternity, Inc. SW Region – NO CASH will be accepted for registration) Certified Check Cashier’s Check Money Order Personal Check (Pre-Registration Only…through 1-15-22) Return this form and Payment to: Michael Beverly, Regional Treasurer Michaelbeverly22@gmail.com P.O. Box 241272 Omaha, NE 68124 Online payments: www.pbssouthwestern.org/conferences.htm Signature: Date: Founded 1914 | Washington D.C. | www.phibetasigma1914.org | www.pbssouthwestern.org 2
70th Southwestern Regional Conference ADVERTISING AGREEMENT AND SUBMISSION FORM Deadline for all advertisement submissions is February 20, 2022. Full Page--------------------------------- $150.00 Half Page -------------------------------- $100.00 Full Page Quarter Page ---------------------------- $60.00 Eighth Page/Business Card ----------- $30.00 1 Patrons ----------------------------------- $15.00 2 1 (The following are Available on First Come Basis Only) 4 Outside Back Cover --------------------$450.00 Inside Front Cover --------------------- $375.00 1 Inside Back Cover --------------------- $375.00 8 Advertiser must provide camera-ready copy and photograph, if not already included in design. Advertiser will be billed $25.00 for any production incurred in the preparation of their ad if the above requirements are not followed. Amount Enclosed Size of Ad Selected Name of Chapter or Company Address, City, State & Zip Telephone Email Name of Person Authorizing Ad Signature By signing you are authorizing the Southwestern Region to insert the attached advertisement as indicated below in the 2022 Southwestern Regional Conference Souvenir Journal. PAYMENTS CAN BE MAILED WITH AD AND/OR PATRON FORM TO: Phi Beta Sigma Fraternity, Inc. Jourdon Morgan, Jr., Regional Conference Planner P.O. BOX 78306 St. Louis, MO 63178 Payments Accepted: Cashier’s Check, Certified Check, Money Orders, or Cash App $PBSSWRegion Made Payable To: Phi Beta Sigma Fraternity, Inc. OR EMAIL TO: avip4u@prodigy.net AND PAY ONLINE AT: www.pbssouthwestern.org/conferences.htm Phi Beta Sigma Fraternity, Inc. and members of its Regions or Chapters shall not be liable for misspelled words, inaccurate information or grammar in any advertisements submitted and/or published. Founded 1914 | Washington D.C. | www.phibetasigma1914.org | www.pbssouthwestern.org 3
70th Southwestern Regional Conference STEPSHOW March 18, 2022 On Friday, March 18th at 7:30 p.m., the 2022 Regional Conference Step Show will be held during the Conference. Collegiate and Alumni Chapters will have an opportunity to win $2000 (1st Place), $500 (2nd Place - Collegiate) and be declared the undisputed Southwestern Regional Step Champions for 2022. ***IMPORTANT*** Please note that each Brother participating in the step show must be a registered conference attendant. The following are the rules and criteria that each chapter/ organization will be judged: RULES AND REGULATIONS I. SHOW TIME IS LIMITED TO 12 MINUTES: THIS INCLUDES AISLE SHOW AND STAGE SHOW. II. PLEASE REFRAIN FROM VULGARITY, PROFANITY, VIOLENCE, AND OBSCENITIES. III. EACH CHAPTER MUST DESIGNATE A MEMBER TO ASSIST THE SOUND TECH. THE DESIGNEE MUST BE AVAILABLE 15 MINUTES PRIOR TO AND DURING THE CHAPTER SHOW TIME TO INSTRUCT THE SOUND TECH WHEN TO BEGIN, PAUSE AND END APPLICABLE MUSIC. IV. EACH CHAPTER MUST HAVE 3 OR MORE PARTICIPANTS. V. THERE WILL BE A PANEL OF JUDGES. ALL JUDGES WILL BE ASKED TO SIGN THEIR SCORE SHEETS TO ENSURE ACCOUNTABILITY. THE SCORES WILL BE AUDITED AND AVAILABLE TO A REPRESENTATIVE OF EACH CHAPTER IF THERE IS A DISPUTE. VI. JUDGEMENT CRITERIA FOR PERFORMANCES IS AS FOLLOWS: A. DIFFICULTY / COMPLEXITY – 20 PTS B. APPEARANCE – 20 PTS C. CREATIVITY & THEME – 20 PTS D. CONSISTENCY / SYNCHRONIZATION – 20 PTS E. OVERALL PERFORMANCE: CROWD PARTICIPATION, STEPPING ABILITY, CHANTING, etc. – 20 PTS VII. IN A CASE OF A TIE, THE HIGHEST SCORE OF THE FOLLOWING WILL DICTATE THE WINNER IN ORDER OF PRECEDENCE: A. OVERALL PERFORMANCE B. DIFFICULTY / COMPLEXITY C. CONSISTENCY / SYNCHRONIZATION D. APPEARANCE E. CREATIVITY & THEME a. Example: With a combined tie score of 593 and Team 1 has a 68 while Team 2 has a 79 for OVERALL PERFORMANCE, Team 2 will win the contest. However, DIFFICULITY / COMPLEXITY will decide the winner if both teams have the same OVERALL PERFORMANCE score. Then so on and so forth. F. ONE STEP – STEP OFF NOTE: ANY CHAPTER THAT VIOLATES RULES I-III WILL BE DISQUALIFIED. We look forward to seeing your chapter compete in Little Rock! Founded 1914 | Washington D.C. | www.phibetasigma1914.org | www.pbssouthwestern.org 4
70th Southwestern Regional Conference March 17-20, 2022 Little Rock Marriott 3 Statehouse Plaza Little Rock, AR 72201 1-877-759-6290 STEP SHOW REGISTRATION FORM (Deadline for submission is 2/28/22) Chapter Name State Street Address | City | ST | Zip Contact Person Telephone Home | Work | Cell E-Mail Address Total Participants Include the names of stagehands below Name(s) Card # Email Address PLEASE RETURN THIS FORM TO: Rdthompson870@gmail.com FORM MUST BE EMAILED BY 2/28/22 Founded 1914 | Washington D.C. | www.phibetasigma1914.org | www.pbssouthwestern.org 5
70th Southwestern Regional Conference March 17-20, 2022 Little Rock Marriott 3 Statehouse Plaza Little Rock, AR 72201 1-877-759-6290 CITATION FOR THE OMEGA CHAPTER Please submit citations using the link below or complete the form and return. https://docs.google.com/spreadsheets/d/1kIxouF60lGPLBbUZuvYwx5LHbouyMTo SsdNVr1wPUqc/edit?usp=sharing BROTHER STATE DATE OF TRANSITION DATE OF BIRTH PLACE OF BIRTH DATE OF INITIATION INITIATING CHAPTER CURRENT CHAPTER CARD NUMBER CITATION SUBMITTED BY: PLEASE RETURN THIS FORM TO: director22@pbssouthwestern.org FORM MUST BE EMAILED BY 2/28/22 Founded 1914 | Washington D.C. | www.phibetasigma1914.org | www.pbssouthwestern.org 6
70th Southwestern Regional Conference March 17-20, 2022 Little Rock Marriott 3 Statehouse Plaza Little Rock, AR 72201 1-877-759-6290 DELEGATE CERTIFICATION FORM Chapter Presidents, Please use the link below to submit your primary and alternate delegate. https://docs.google.com/spreadsheets/d/1StQct_gk56_SF3BG0g50jykcPHBH6aF3kB8M8IHjDLM/edit?u sp=sharing Chapter State: Primary Delegate Card # Email Alternate Delegate Card # Email Chapter President Card # Email Chapter Treasurer Card # Email Note: Your delegate and your alternate must be financial to participate in the conference and vote on behalf of your chapter. Likewise, your chapter tax and insurance must be paid for your chapter to have any representation. FAILURE IN ANY OF THESE REQUIREMENTS WILL RESULT IN THE REFUSAL TO SEAT YOUR DELEGATE AND/OR ALTERNATE ON THE CONFERENCE FLOOR. PLEASE RETURN THIS FORM TO: rlmoss12@gmail.com FORM MUST BE EMAILED BY 2/28/2022 DO NOT WRITE BELOW THIS LINE ----------------------------------------------------------------------------------------------------------------------------- ------------------------- Financial Non-Financial Delegate Alternate Chapter Tax Date Received Confirmed Founded 1914 | Washington D.C. | www.phibetasigma1914.org | www.pbssouthwestern.org 7
70th Southwestern Regional Conference March 17-20, 2022 Little Rock Marriott 3 Statehouse Plaza Little Rock, AR 72201 1-877-759-6290 2022 Regional Committees Audit Alumni Affairs Awards & Chapter Reports Collegiate Affairs Credentials Delegate Certification Elections Grievance Law and Revisions Necrology, Rededication & Chartering Nominating Resolutions & Citations Time & Place Founded 1914 | Washington D.C. | www.phibetasigma1914.org | www.pbssouthwestern.org 8
70th Southwestern Regional Conference REGIONAL CONFERENCE STANDING COMMITTEES: AUDIT COMMITTEE- This committee shall be composed of members appointed by the Regional Director. Financial records, including expense vouchers, receipts, etc. shall be given to this Committee on the first day of the conference to allow the committee time to study same and report its findings to the conference. AWARDS & CHAPTER REPORTS – This committee shall be responsible for reviewing the chapter reports submitted and to determine the regional outstanding chapters and individual awards selections submitted to the conference. COLLEGIATE AFFAIRS COMMITTEE- This committee shall be chaired by the Second Vice Regional Director. It shall meet to discuss issues and concerns of the collegiate brothers. This committee shall make its report to the conference. ALUMNI AFFAIRS COMMITTEE- This committee shall be chaired by the Alumni Affairs Director. It shall meet to discuss issues and concerns of the alumni brothers. This committee shall make its report to the conference. CREDENTIALS – This committee shall be responsible for reviewing the credentials of every delegate to the Regional Conference and prepare a list of official delegates and chapters for presentation to the delegates in assembly. DELEGATE CERTIFICATION –This committee shall be responsible for certifying the voting strength of the chapters prior to the first plenary session. ELECTIONS COMMITTEE- This committee shall be responsible for coordinating the election process. The Committee will be responsible for roll call and tabulation of votes. GRIEVANCE COMMITTEE- This committee shall review all grievances referred to the regional conference by either chapters or members for disposition. It shall review all requests for suspension or expulsion of members and for disciplinary action against chapter and/or members and report its findings and recommendations to the Regional Conference for consideration and approval. LAW & REVISION COMMITTEE- This committee appointed by the Regional Director will review all proposed amendments to the Constitution and By-Laws and report its recommendations to the Conference. It shall also compile a listing of approved amendments and cause same to be published and distributed to all chapters so they may keep the Constitution and By-Laws up to date. NECROLOGY, REDICATION & CHARTERING - This committee shall report to the conference all names of brothers who have died since the last meeting of the regional conference and shall conduct the Phi Beta Sigma Omega Service at the conference. The chairperson of this committee shall cause the names of the brothers so memorialized to be sent to the International Executive Director for inclusion in the International Conclave Necrology Committee Report. This committee shall also be responsible for conducting the rededication ceremony at the regional conference as well as the chartering ceremony for any new chapters whose application for a charter has been approved. Founded 1914 | Washington D.C. | www.phibetasigma1914.org | www.pbssouthwestern.org 9
70th Southwestern Regional Conference NOMINATING COMMITTEE- The nominating committee appointed by the Regional Director shall consider persons for nomination to every elected office in the region and submit one slate to the regional conference when its report becomes the order of business. RESOLUTIONS COMMITTEE- This committee shall review all resolutions for consideration by the conference and may on its own motion draw up resolutions for such consideration. Such resolution may deal with any matter other than the internal affairs of the Region. Approved resolutions should be noted for implementation at the time of approval. The Resolutions committee shall make its report on the first full day of the conference. TIME & PLACE COMMITTEE- This committee shall evaluate future sites for the conference and rate their progress. Founded 1914 | Washington D.C. | www.phibetasigma1914.org | www.pbssouthwestern.org 10
70th Southwestern Regional Conference March 17-20, 2022 Little Rock Marriott 3 Statehouse Plaza Little Rock, AR 72201 1-877-759-6290 To Chapter Presidents: Based on the enclosed announced committees, please provide information on members of your chapter who are interested in being appointed to a Regional Conference Committee. Please keep in mind that any brother appointed to a committee must make the commitment to arrive at the conference by Thursday, March 17, 2022. The committee meetings start on Thursday afternoon at 1:00 p.m. Any Brother appointed will be expected to attend all scheduled meetings. While any brother may sit on a committee, please note that decision- making by a committee is limited to the brothers appointed by the Regional Director. Committees may also convene virtually before the start of the conference to complete any prework that may be necessary. Please understand, due to the size of the regional body, it may not be possible to honor all requests for appointment to a committee. Brothers are always welcome to attend any committee meeting, whether appointed or not. Access the Google form at the link below. https://docs.google.com/spreadsheets/d/1kVJ9TE-ivSsH9QAqzpGiyRjAd6uq8XfkKqmNFTo8njE/edit?usp=sharing Chapter Chapter President List Committee, Brother’s Names, Card Number, and Brother’s Email Address Committee Brother’s Name Card # Email Address PLEASE RETURN THIS FORM TO Bro. Michael L. Murry, Regional Director Email: director22@pbssouthwestern.org FORM MUST BE EMAILED BY 2/15/22 Founded 1914 | Washington D.C. | www.phibetasigma1914.org | www.pbssouthwestern.org 11
70th Southwestern Regional Conference REQUEST FOR A REGIONAL CONSTITUTIONAL CHANGE I/we, ________________________________________of the _____________________ Region of Phi Beta Sigma Fraternity, Inc., wish to amend the ___________________ Regional Constitution and By-Laws by: (Circle appropriate number – only one per form): 1. Inserting “certain words” in a “specific” place within the “existing” text. 2. Deleting “certain words” in a “specific” place within the “existing” text. 3. Deleting “certain words” from a “specific” place within the “existing” text and in their place inserting “certain new words”. 4. Inserting a new paragraph (which does not now exist) between two existing paragraphs with the subsequent necessary renumbering. 5. Deleting existing paragraph with the subsequent necessary renumbering. 6. Substituting an already existing paragraph with an entirely new paragraph. Present wording in CONSTITUTION ________ or By-Laws_____: Article___; Section______ Paragraph________; Subsection _________ States the following: Founded 1914 | Washington D.C. | www.phibetasigma1914.org | www.pbssouthwestern.org 12
70th Southwestern Regional Conference REQUEST FOR A REGIONAL CONSTITUTIONAL CHANGE (Page 2 of 2) State Proposed Wording: Indicate Why Amendment is Necessary: _____________________________________________ _______________ Signature (If from a Chapter, President’s Signature) Card Number Chapter: _______________________________________________ Location: _______________________________________________ Return Completed Form To: Bro. Richard L. Moss, Chief of Staff Rlmoss12@gmail.com Please Note: Amendments must be emailed by February 12, 2022 All proposed amendments will be sent to chapters by February 15, 2022 *** Amendments must be approved by a two-thirds vote of voting Delegates*** Founded 1914 | Washington D.C. | www.phibetasigma1914.org | www.pbssouthwestern.org 13
70th Southwestern Regional Conference RESOLUTIONS FORM (Attach Additional Sheets if necessary) WHEREAS, AND WHEREAS, AND WHEREAS, AND WHEREAS, THEREFORE, BE IT RESOLVED, ________________________________________________ _________________ CHAPTER DATE ________________________________________________ _________________ CHAPTER PRESIDENT or INITIATING BROTHER FRAT. CARD NO. RETURN COMPLETED FORM TO: Bro. Nosayi Arthur-Osaghae Southwestern Regional Secretary narthurosaghae@gmail.com FORM MUST BE Emailed BY: February 15, 2022 Founded 1914 | Washington D.C. | www.phibetasigma1914.org | www.pbssouthwestern.org 14
70th Southwestern Regional Conference REGIONAL OFFICERS CANDIDATES FORM Name: ______________________________________ Fraternity #:______________ Chapter: ____________________________________ State: ________________ Address: ___________________________________________________ City, State, Zip: _____________________________________________ Phone Number: _______________________________________________ Email Address: ______________________________________________ Desired Office: (please circle) Regional Director First Vice Director Second Vice Director Collegiate Member At-Large Regional Treasurer Regional Secretary Regional Legal Counsel Director of Collegiate Affairs Director of Bigger & Better Business Director of Social Action Director of Education **Note: Please refer to your regional constitution for duties of each officer and requirements to fill a particular office.** Return Forms To: Michael L. Murry Director22@pbssouthwestern.org Or 11 Sunbelt Court Mayflower, AR 72106 FORMS MUST BE POSTMARKED or RECEIVED VIA EMAIL BY: February 15, 2022 PLEASE NOTE: The nominating committee will verify if the brother (via candidate form or nomination from the floor) is financial, registered for the 2022 SWRC and meets the requirements of desired office. The nominating committee will interview all perspective candidates Thursday, March 17, 2022 beginning at 2PM. The chairperson will contact all candidates with your specific interview time. Candidate interviews may also be conducted virtually prior to the start of the conference. Any candidate not present for their interview will be dropped from consideration for office. The nominating committee will report during Friday’s Plenary Session; any candidates not selected by the committee must be nominated from the floor at that time. Voting will take place via open microphone ballot on Saturday, March 19, 2022. Founded 1914 | Washington D.C. | www.phibetasigma1914.org | www.pbssouthwestern.org 15
70th Southwestern Regional Conference March 17-20, 2022 Little Rock Marriott 3 Statehouse Plaza Little Rock, AR 72201 1-877-759-6290 GRADUATING SENIOR RECOGNITION FORM Please click the link below to submit. https://docs.google.com/spreadsheets/d/1j1Sj3Hi2- CytiCyR6M5j0u56S6c3y7jWYCqOoubF3II/edit?usp=sharing Chapter School Name State Note: Include any brother who will be graduating in December 2021 or May 2022 Brother’s Name Degree Card # Email Address PLEASE RETURN THIS FORM TO: director22@pbssouthwestern.org FORM MUST BE EMAILED BY 3/1/22 Founded 1914 | Washington D.C. | www.phibetasigma1914.org | www.pbssouthwestern.org 16
70th Southwestern Regional Conference March 17-20, 2022 Little Rock Marriott 3 Statehouse Plaza Little Rock, AR 72201 1-877-759-6290 MILESTONE INFORMATION FORM Any Brother who celebrates the anniversary of 5, 10, 15, 20 and up in increments of FIVE Years of Service in the Fraternity should complete and submit this form using the link below. https://docs.google.com/spreadsheets/d/1k8nPFdONbsvPLmif_fyb_mZ5Xa5WOXqEd7ZmYA7YabM/edi t?usp=sharing Chapter Initiation Date School Name State Brother’s Name Present Occupation Card # Email Address Mailing Address City State Zip Code Phone # Brother’s Name Present Occupation Card # Email Address Mailing Address City State Zip Code Phone # Brother’s Name Present Occupation Card # Email Address Mailing Address City State Zip Code Phone # PLEASE RETURN THIS FORM TO: director22@pbssouthwestern.org FORM MUST BE EMAILED BY 3/1/22 Founded 1914 | Washington D.C. | www.phibetasigma1914.org | www.pbssouthwestern.org 17
70th Southwestern Regional Conference PHI BETA SIGMA FRATERNITY, INC. Southwestern Regional Conference March 17-20, 2022 Regional Conference Form Checklist and Due Dates FORM/EVENT DUE DATE RETURN TO: CONFERENCE REGISTRATION CUT-OFF DATES Early Bird Registration January 15, 2022 Pre-Registration Registration January 31, 2022 Regular Registration February 19, 2022 HOTEL ROOM REGISTRATION CUT-OFF February 23, 2022 FORM SUBMISSION DUE DATES Sponsorship Forms February 20, 2022 director22@pbssouthwestern.org Souvenir Journal Ads February 20, 2022 avip4u@prodigy.net Vendor Contracts February 15,2022 avip4u@prodigy.net Step Show Competition Form February 28, 2022 rdthompson870@gmail.com Committee Appointments Form February 15, 2022 director22@pbssouthwestern.org Constitutional Change Form February 12, 2022 director22@pbssouthwestern.org Resolution Form February 15, 2022 director22@pbssouthwestern.org Candidate Notification Form February 15, 2022 director22@pbssouthwestern.org Graduating Senior Recognition March 1, 2022 director22@pbssouthwestern.org Milestone Form March 1, 2022 director22@pbssouthwestern.org Omega Citation Form February 28, 2022 director22@pbssouthwestern.org Primary Delegate Form February 28, 2022 director22@pbssouthwestern.org Regional DSC Citation February 15, 2022 submit to: Bro. Ed Jordan Founded 1914 | Washington D.C. | www.phibetasigma1914.org | www.pbssouthwestern.org 18
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