good afternoon sorors! we will start at 3:00pm

Good afternoon Sorors!We will start at 3:00PM

MEDITATIONSpiritual Oversight Team

WELCOMESoror Ameyka Pittman, Basileus

RULES OF ENGAGEMENT

• Please ask all questions using the Chat Feature

• Technology will provide time checks throughout the Retreat to ensure we stay on rack with the agenda

• There will be Q&A time with each workshop

Developing Leadership Excellence

on the Chapter Level

PRESENTER

Soror Amreen Alisha Harris

AKA UNIVERSITY

PURPOSE

The purpose of AKA University is to:

Develop a cadre of committed, exceptional leaders on the Chapter, Regional, and International levels

LOCATIONAKA University is located under the members only section of our website.

LOCATIONClick on the resources tab at the top of the page.

MODULESFour-track curriculum

TRACK I: General Leadership- designed for sorors at all levels in preparing for leadership

TRACK II: Sorority Programs- designed for sorors at all levels to gain a deeper understanding of sorority programs, procedures, and protocols

TRACK III: Undergraduates- designed to prepare undergraduate sorors for leadership growth and development in the sorority and beyond

TRACK IV: Executive Leadership- designs to prepare sorors to assume executive roles at the senior levels of the sorority.

ELECTIVES: helpful leadership tools

Questions?

Sisterly Relations Activity

Chapter Operations

Soror Ameyka Pittman, Basileus

2021 Virtual Standards RetreatChapter Operations Workshop

Alpha Kappa Alpha Sorority, Incorporated®

Beta Sigma Omega Chapter

Soror Ameyka D. Pittman, M.Ed.Basileus, Beta Sigma Omega Chapter

Purpose of this workshop:

The purpose of this workshop is to provide an overviewof Virtual Chapter Operations.

Overview of the International and Chapter

Standards Committees

❖ Establishes the criteria and implements the evaluation of chapters

❖ Assists chapters in improving chapter operations, program implementation

❖ Advances the training and development of leaders and membership

❖ Develops, maintains, and updates the Standards publication

❖ Ensures chapters are in compliance with sorority rules and procedures

International Standards Committee

❖ Provides training opportunities to improve and enhancechapter operations

❖ Ensures chapters conduct a self-assessment annually

❖ Ensures chapters submit an annual End-of-the-Year Report

❖ Evaluates chapter patterns and trends to develop recommendations for strategies to improve chapter operations

International Standards Committee

BSO Chapter Bylaws: Article VIII, Section 1, Q:

❖ Conducts workshops for the chapter

❖ Conducts an annual internal evaluation of Chapter operations in accordance with International Standards Committee guidelines

❖ Assists the new administration with the transition meeting

BSO Standards CommitteeChairman: Soror Amreen Alisha Harris

Excellence in Chapter Operations

• Effective Chapter Leadership

• Review of Standards Forms and Documents

• Maintaining Operational Excellence in a Virtual World

• End-of-the-Year Reporting

• Key Reference Materials

Excellence in Chapter Operations:

Implementation of Effective Chapter Operations should include:

Excellence in Chapter Operations:

❖ COMPLIANCE: Ensuring Chapters adhere to Sorority Rules andProcedures with Excellence

❖ ASSESSMENT: Examining the Effectiveness of Chapter Operations forExcellence

❖ RESPONSIBILITY: Empowering Chapters to Operate with Excellence

❖ EVALUATION: Reviewing Chapter Performance for Operational Excellence

Effective Chapter Operations

• Conducts business and successfully accomplishes sorority

goals

• Follows standard operating procedures to ensure efficient

and effective execution of work

• Fosters consistent practices and procedures within each chapter

It is the role of every member of Alpha Kappa Alpha

Sorority, Incorporated to understand how we operate.

Effective Chapter Leadership

• Officers should have a thorough understanding of the requirements and responsibilities of the offices they hold;

• They should work to foster Alpha Kappa AlphaSorority’s ideals and principles; and

• Ensure that we live up to the standards that have been established for our sorority

Effective Chapter Leadership

Chapter Officers

• Required elected officers for all chaptersConstitution and Bylaws: Article III, Section 21

• Basileus

• Anti-Basileus

• Grammateus

• Epistoleus

• Tamiouchos

• Pecunious Grammateus (approved at the 2018 Boule)

• Ivy Leaf Reporter

• Graduate Advisor (If the chapter sponsors an undergraduatechapter)

Other Possible Chapter Officers

• Second Anti-Basileus

• Anti-Grammateus

• Anti-Tamiouchos

• Anti-Pecunious Grammateus

• Historian

• Hodegos

• Archivist

• Philacter

• Chaplain

**Additional officers may be defined in the Chapter Bylaws.

Officers and Executive Board

• BSO Chapter Bylaws: Article VI, Section 1

• Officers of the Chapter shall be Basileus, First Anti-Basileus, Second Anti-Basileus, Grammateus, Anti-Grammateus, Tamiouchos, Anti-Tamiouchos, Epistoleus, Pecunious Grammateus, Anti-Pecunious Grammateus, Graduate Advisor(s), Hodegos, Philacter, Ivy Leaf Reporter, Historian, and Archivist.

• BSO Chapter Bylaws: Article VI, Section 2

• Elected officers, Parliamentarian, and committee chairmen shall comprise the Chapter Executive Board. The Immediate Former Basileus shall serve as an ex-officio member of the Executive Board.

• Acts on behalf of the Chapter when full chapter cannot be convened

• Provides general supervision of Chapter business between meetings

• Makes recommendations to the Chapter

• Performs any other duties as specified in the Bylaws

Duties and Powers of Chapters

• Manual of Standard Procedure, Pg. 17

• Chapter officers shall be elected in November and installed at the close of the December meeting.

• Terms of office shall begin January 1

• BSO Chapter Bylaws: Article VII, Section 3 – Elections

• Officers elected by simple majority vote or unanimous consent (if appropriate)

• Second Anti-Basileus, Grammateus, Pecunious Grammateus, Anti-Pecunious Grammateus, and Historian will be elected in even-numbered years;

• All other officers shall be elected in odd numbered years

• Serve a term of two (2) years or until successor is elected

• Performs any other duties as specified in the Bylaws

Chapter Committees

• BSO Chapter Standard Operating Procedures: Committees, Pg. 39

• Chairmen must be active members of the Chapter for a minimum of two (2) years preceding their appointment

• Serves same term as the Basileus

• Nominating Committee: Members of the committee shall select the Chairman of the Nominating Committee

Sorors are encouraged to sign-up for and participate on at least one (1) committee. Contact the Program Committee Chairman or chairman of the committee of interest for more information.

Chapter Standing Committees

• BSO Standing Committees

BSO Chapter Bylaws: Article IX, Section 1, A-S

• AKA Connection (Changed to Connection and Social Justice at Boule 2021)

• Archives

• Basilei

• Bylaws

• Budget and Finance

• Decoration

• Founders’ Day

• Graduate Advisor

• Membership

• Nominating

• Program (including subcommittees)

• Protocol

• Public Relations

• Rituals

• Sisterhood

• Standards

• Technology

• Winter Ball

Chapter Standing Committees

• BSO Program Subcommittees

BSO Standard Operating Procedures – International Program Initiatives: Section XIII, 1-6

• Committees will be modified based on the initiatives of the current Supreme Basileus.

• Overlying initiatives carried out in Program subcommittees which include, but are not limited to:

• Economic Development

• Education

• Fashionetta®

• Fundraising

• Health

• Public Affairs

Implementation of Sorority Programs

Alpha Kappa Alpha Sorority, Incorporated® Bylaws

Article III – Chapters - Duties And Powers of Chapters

Section 12

A. CRITERIA

Chapter sponsors activities which interpret, implement and support the Programs ofthe Sorority.

Chapter develops a strategic plan to implemented for alignment with the Programs ofthe Sorority.

- Includes Short-Term and Long-Term Goals

B. VERIFICATION (for Chapter Evaluation Purposes)

List of chapter activities/local programs, with descriptions relating them to the Sorority’s current Programs

Activities Report should be submitted online after each activity.

Chapter Special Committees

• BSO Chapter Bylaws: Article IX, Section 2

• Special Committees shall be any committee necessary to fulfill program initiatives of the current Supreme Basileus or Chapter Basileus.

Sorors are encouraged to sign-up for and participate on at least one (1) committee. Contact the Program Committee Chairman or chairman of the committee of interest for more information.

References:

❖ Alpha Kappa Alpha Sorority, Incorporated Constitution and Bylaws (2018)

❖ Article III – Chapters, Sections 8-18, 21-25

❖ Alpha Kappa Alpha Sorority, Incorporated Manual of Standard Procedure (2018)

❖ Pages 17 – 18: Duties and Powers of Chapters

❖ Officer Elections and Chapter Meetings

❖ Beta Sigma Omega Chapter Bylaws

❖ Article VI – Officers

❖ Beta Sigma Omega Standard Operating Procedures:

❖ Section XV – Qualifications of Officers

Virtual Financial Procedures

❖Monitoring budgets, financial operations and financial reports are the responsibility of the:

Pecunious Grammateus

Tamiouchos

Basileus

Remember….

❖Financial Procedures – requirement for checks and balances remain the same during this COVID-19 Pandemic.

❖Use the convenience of electronic signatures for vouchers whenever possible.

❖Practice social distancing (six feet apart) at all times –wear your mask when meeting to transfer/deposit cash and checks. Minimize in-person contact.

Review of Standards Forms and Documents

“Standards Resource Guide”

• Fosters effective and strategic processes.

• Provides understanding of chapter operations, evaluations,training, and governing documents.

“Documents & Records Retention Matrix”• Defines which documents must be maintained permanently or a

specific period of time.

“So Now You’re Elected”

• Contains roles and responsibilities for each officer or chairman

• Covers overall succession planning to grow and develop leaders.• Blueprint built upon strengthening and improving skills and

successfully preparing future leaders.

Standards Key Reference Materials

“Pandemic Guide to Virtual Chapter Operations”

• Outlines guidelines for conducting chapter operations virtually. Includes preparation and execution of a virtual meeting, financial procedures to consider, voting procedures,risk management considerations and suggested membershipand sisterly relations activities.

“Standards Reporting Guidelines ”• Provides step by step instructions on completion of the

Standards EOY Report.

Standards Key Reference Materials

Standards Reporting Guidelines Contents

❖Is found in the Standards Resource Guide

❖Should be completed by the November Chapter Meeting

❖Is for the current year; not what you want to do next year

❖Data collected is summarized and reported in the End of Year Report

❖Used by chapters to update and address areas of concern expressed by the chapter members

❖Data can also be used for planning purposes for the upcoming year

Chapter Self-Assessment

Chapter Self-Assessment

❖Should be copied and distributed to all members ofthe chapter

❖Methods that chapters can use for chapter self-assessments.

• Secret Ballot

• Open Vote

• Phone Poll

• Electronic Format

• Polling feature in Zoom

Officer/Committee Chairman Transition Form

❖ Located in the Standards Resource Guide, So Now You’re Elected, and Standards Reporting Guidelines.

❖ Documents transitioning of all documents and files from one administration to the next

Soror Code of Ethics

❖ Found in the Standards Reporting Guidelines

❖ To be signed by chapter officers after installation of officers in December.

Chapter Evaluations

Chapter Evaluations

❖ The International Standards Team has the responsibility for developing and implementing the chapter evaluation process

❖ The evaluation process is designed to make sure that every chapter of Alpha Kappa Alpha Sorority, Incorporated is operating in excellence based on adherence to the Constitution and Bylaws

Chapter Evaluations

❖Evaluations may be initiated by the Supreme Basileus, the RegionalDirector, or by request of a chapter through the Regional Director.

❖Chapters shall be notified by the Regional Director in writing nomore than 45 days prior to the scheduled evaluation.

❖The Regional Director will determine if the Chapter Evaluation will be onsite or electronic

❖Results of the evaluation are sent in a summary report to theRegional Director at least 30 days after the evaluation.

Chapters To Be Evaluated

❖Newly Chartered Chapters

❖Chapters requiring re-evaluation based on previous evaluation score

❖Chapters recommended by the Regional Director

❖Three years prior to the evaluation will be covered for chapters being evaluated in 2020 (2017, 2018, 2019)

Evaluations Rating Scale

❖ To make the evaluation ratings uniform for all chapters, afourth grading scale has been added

❖ The following grading scale shall be used for chapterevaluations:- 4 means “Exceeds Requirements” (greater than 90%) -- 3 means “Meets Requirements” (80%-89%)- 2 means “Needs Improvement” (70%-79%)- 1 means “Not Satisfactory” (less than 70%)

❖ Evaluation results shall be forwarded within 30 days from the date of the evaluation by the Regional Director

REMEMBER:

It is the role of every member of Alpha Kappa Alpha Sorority,

Incorporated to understand how we operate.

Gain knowledge and understanding of our sisterhood by

reading your documents, attending workshops and

conferences, and asking questions.

Let us all continue to Exemplify Excellence in our operations!

Chapter Officers

Soror Robyn AlfredSecond Anti-Basileus

ALPHA KAPPA ALPHA SORORITY, INC.®

Beta Sigma Omega

Chapter Officers

❖ Identify the duties and responsibilities of chapter officers for

excellence in chapter operations.

❖ Review the office of the Graduate Advisor.

PURPOSE

Chapter Officers and Duties: (Article 3, Section 21-25)

❖ Each chapter shall have the following elected officers

Basileus, Anti- Basileus, Grammateus, Epistoleus,

Tamiouchos, Pecunious Grammateus and the Ivy Leaf®

Reporter to operate a chapter effectively.

❖ In addition to the above officers, graduate chapters will

have the office of the Graduate Advisor in cities where

there is an undergraduate chapter.

❖ Chapters may elect any other officers deemed necessary.

❖ Duties of the chapter officers shall correspond to those of

similar designation in the Boule.

Constitution and Bylaws

Manual Of Standard Procedure

Chapter Officers and Duties: Manual ofStandard Procedure

❖ Refers to Bylaws (Article 3, Section 21-25).

❖ Gives chapters the authority to require sorors to meet

additional requirements to be eligible for election of

certain or all offices of the chapter.

❖ Provides guidance regarding Prospective FinancialOfficer Candidate Disclosures Form.

❖ Provides the requirements to qualify to be a

candidate for Graduate Advisor and the process for

selection by the Undergraduate Chapter.

❖ Provides the functions and responsibilities of theGraduate Advisor in chapter activities.

Officer Qualifications

BSO Standard Operating Procedures ( Section 15, Number 1-2)

• Financial member of Beta Sigma Omega for 24 months before candidacy.

• Attended a Beta Sigma Omega Chapter Standards Workshop within 24 months.

• Attended at least 60% of Chapter meetings within the past 12 months.

• Attended a Boule, Regional Conference, Cluster, or Leadership Conference within 24

months of candidacy.

Candidates for First Anti- Basileus:

❖ Served in another elected office in Beta Sigma Omega Chapter prior to candidacy.

❖ Certified by Alpha Kappa Alpha Sorority, Inc. Graduate Advisor Certification Program.

BSO Chapter Bylaws (Article 5, Section 5)

❖ Attends all Chapter meetings, Executive meetings, and provide monthly reports.

❖ Complete certifications in appropriate Offices according to International and Chapter guidelines. (Basileus Cert- Recommended, Graduate

Advisor Certification- Prior to Office, and Financial Officer Certification- Within the year of Office)

❖ Responsible for transitioning any and all documents, materials,

instruments that were obtained by virtue of their position as a Chapter

officer to the incoming officer. (Chapter Transition meetings)

❖ Responsible for preparing and completing all applicable EOY Reports by appropriate deadlines.

❖ All officers must sign the Soror Code of Ethics immediately following theinstallation of officers and maintained on file. (Manual of Standard

Procedure pg. 77)

Officers’ Responsibilities

BasileusSoror Ameyka D. Pittman

As the president/leader she must wear many different hats with style and grace.

❖ Serves as the official spokesperson and representative of the Chapter.

❖ Presides at all Chapter and Executive Board meetings.

❖ Ex-officio member of all committees except Audit and Nominating Committees.

❖ With Chapter approval, appoints the following offices and positions: Parliamentarian, chairmen of standing and ad hoc committees (except Nominating Committee), members of the Graduate Advisor Committee, additional Pan Reps, and any vacancies (except as otherwise stated in the Bylaws).

❖ Maintain Graduate Advisor Certification.

❖ Signature authority for all agreements, contracts, and checks.

❖ Send all official Chapter correspondence.

❖ Communicates frequently with members via electronic notifications,

newsletters, and reports.

The Anti-Basileus, Vice President, serves as the Program Committee

Chairman. Demonstrates a passion for the Sorority’s program initiatives. She

has the ability to inspire and motivate members to dedicate their time,

resources, and talents to implementing programs that impact the community.

❖ Assists the Basileus in the performance of her duties and presides in her absence.

❖ Ex-officio member of all committees except Nominating and Audit Committees.

❖ Signature authority for checkbooks.

❖ Maintain Graduate Advisor Certification.

❖ Obtain Basileus and financial certifications.

❖ Becomes the next Basileus.

Second Anti-Basileus, serves as the Audit Committee Chairman.

❖ Assists the Basileus in the performance of her duties.

❖ Also serves as ex-officio member of all committees, Chapter EAF Representative, and principal Representative to the OKC Pan-Hellenic Council.

First Anti-Basileus – Soror LaTreece LangstonSecond Anti-Basileus – Soror Robyn Alfred

Grammateus – Soror Joyce JamesAnti-Grammateus – Soror Rukiya Williams

The Grammateus, is the Keeper of Records/Recording Secretary for the business

of the chapter and records proceedings of meetings accurately.

❖ Keeps written record of formal actions, resolutions, and decisions made at Chapter

and Executive Board Meetings.

❖ Maintains Chapter minutes in a book-bound ledger and submit copy at the end of

the year.

❖ Serves as a member of the Bylaws Committee.

The Anti-Grammateus assists the Grammateus in the performance of her duties.

❖ Prepares ballots for all elections.

❖ In absence of Grammateus, be responsible for preparing the minutes she takes for

approval and distribution to respective bodies.

❖ Responsible for documenting and maintain attendance at all official meetings

(Regional Conference, BSO Standards Workshop, Chapter, Cluster, Boule, and

Leadership).

The Tamiouchos serves as the Treasurer and is the guardian of the chapter’sfinancial resources. She provides financial management so that the chapter remains in good financial health.

❖ Serves as Budget Committee Chairman.

❖ Accurate recording and maintenance of the chapter’s financial proceeding.

❖ Receives all monies from the Pecunious Grammateus and properly receipts the same.

❖ Pays all expenses of the organization and ensure submitted vouchers are properly signed.

❖ Create written and gives monthly reports of financial transactions to the Chapter.

❖ Reconciles monthly bank statements.

❖ Deposits funds received from Pecunious Grammateus in the correct account in a timely manner.

❖ Makes an annual written report of all financial transactions.

Tamiouchos – Soror Karolyn Ruffin

The Anti-Tamiouchos assists the Tamiouchos in the performance of her duties.

❖ Performs all duties of the Tamiouchos in her absence.

❖ Issues Vouchers.

❖ Serves on the Budget Committee.

The Pecunious Grammateus serves as the Financial Secretary of the chapter.

❖ Serves on the Budget and Finance Committee.

❖ Keeps accurate records and give proper receipts.

❖ Submits all monies collected to the Tamiouchos in a timely manner.

The Anti-Pecunious Grammateus assists the Pecunious Grammateus in the performance of her duties

❖ Serves on the Budget and Finance Committee.

Anti-Tamiouchos – Soror Maggie A. GreenPecunious Grammateus – Soror Latricia Morgan

Anti-Pecunious Grammateus – Lisa Griffin

Epistoleus - Soror Erica WalkerIvy Leaf Reporter – Soror LaTonya Shelton Miller

Hodegos – Soror Sandra FailsPhilacter – Soror Lillie Osborn

❖ The Epistoleus, Corresponding Secretary, shares received communications with

the chapter and maintains a record of all correspondence.

❖ Ivy Leaf Reporter, Public Relations Committee Chairman, shares all news of the

Sorority to appropriate media on local, state, and national levels.

❖ Hodegos, Sisterhood Committee Chairmen, introduces Chapter guests, shares

sisterly news, and assists the Philacter in the performance of other duties.

❖ Philacter, Guardian of the doors and entrances of any Chapter function,

announces interruptions and ensures a quorum is present.

❖ Parliamentarian, Bylaws Committee Chairman, is knowledgeable of the current

Robert Rules of Order. Assists Basileus in interpreting Alpha Kappa Alpha

Constitution and Bylaws and Chapter Bylaws.

❖ Historian, History Committee Chairman, maintains pictures and programs of

Chapter activities, annually prepares a scrapbook, maintains historical record of

Chapter activities, and prepares an annual report to the Chapter.

❖ Archivist, Custodian of all objects of value belonging to the Chapter, properly

stores and keeps an updated inventory of Chapter properties, devise procedures for

use and check-out of items.

Parliamentarian- Soror Brittini Jagers-JohnsonHistorian- Soror Jazmyn Roberts

Archivist- Soror Anastasia Pittman

The Graduate Advisor serves as the liaison between the graduate and

undergraduate chapters and between the undergraduate chapter and the

Regional Director.

❖ Serve as Chairman of the Graduate Advisory Committee.

❖ Establish working relationship with University and College officials.

❖ Advise Undergraduate Chapters in understanding all Alpha Kappa Alpha official

documents.

Qualifications:

❖ Certified by Alpha Kappa Alpha Sorority, Inc Graduate Advisors Certification.

❖ At least 5 years between the time a Soror was initiated into a graduate chapter or

graduates from an undergraduate college or university.

❖ A Soror who has been suspended for hazing shall never be eligible to hold the

Office of Graduate Advisor. BSO Standard Operating Procedures (Number 15,

Section 3)

Graduate AdvisorsSoror Carmen Butler – Beta Beta ChapterSoror Tiffani Bates – Kappa Psi Chapter

Solid/Bold line = Direct communicationLight line = Indirect communication

No line = No communication

Chain of Communication

Nominations

BSO Bylaws (Article 7, Section 1-2)

❖ The Nominating Committee will selects its chairman.

❖ Nominating Committee consists of 7 members elected by membership at November meeting. Four members will be elected for odd-numbered years for 2 years and three members will be elected for even numbered years for 2 years.

❖ Candidates for Chapter Officers and Nominating Committee will be presented at October meeting. Voting on officers and Nominating Committee will be by secret ballot at November meeting. Nominations from the floor will be accepted from the floor at the October and November meeting.

❖ Only Sorors in good financial standing with the Chapter can vote.

Terms of Office❖ Basileus serves a term of two years. ❖ A term of all offices will be two years. Each officer, except Basileus and First Anti-

Basileus, may succeed herself for one term.

❖ Resource guide for effective leadership and

chapter operations.

❖ Provides eligibility requirements and guidance forall offices.

❖ Provides resources for effective operations.

SO NOW YOU’RE ELECTED

QUESTIONS?

Chapter Programs

Soror LaTreece Langston First Anti-Basileus

Sunday, August 29, 2021

Strategies for Successful Chapter Program Implementation!

Soror Ameyka D. Pittman, BasileusSoror LaTreece L. Langston, Program Committee Chairman

The AKA International Program Initiative

• International Program revealed everyfour years.

• The Supreme Basileus at the Boule inwhich she is installed.

• Chapters are expected to implement thenew program based on directions of theincoming Supreme Basileus.

Chapter Program ChairmanResponsibilities

• The program Chairman, Guides the planning, direction, execution and evaluation of the program. She chairs the program committee.

• Develops and provides program reports to the international database, Regional (upon request), Executive Board and Chapter. This may include a program section in the chapter newsletter.

• Conducts internal and external assessments to guide program planning.

• Responsible for program evaluation.

• Responsible for submitting the Program budget.

Program Target/InitiativeChairman

Responsibilities

• Knowledgeable of the assigned target.

• Completes Program activity report after eachprogram activity.

• Assures sign in sheets are available at eachprogram activity to capture Soror and nonSoror participation.

• Reports should be completed and providedto the program chairman within two weeksof the completed program activity.

Chapter Member Involvement

• Use all chapter communication mechanisms to invite members to participate in community service activities.

• Give chapter members meaningful assignments.

• Record Soror participation in program activities by providing a sign in sheet.

• Encourage Sorors to participate inservice Activities as a chapter to foster sisterly relations.

STRATEGIES FOREXCELLENCE IN CHAPTERPROGRAMS

Feedback on Chapter Programs is critical

• Internal chapter program Evaluations

• External Evaluations (Guests, Partners)

Phased In ChapterCommunity ServiceOpening Updates…

• Chapters may resume face-to-face community service

activities.

• Approval of program activities from the Regional Director is no

longer required.

• No more than 50 Sorors are permitted at events.

• Sorors participating must be fully vaccinated.

• Masks are required indoors.

• Outside/outdoor community service is preferred.

• Follow CDC, State, and local guidelines.

• Post action photos for service not posing photos.

Final Impact Days .… “Sustaining Excellence”

• September 2021 –HBCU Week (9/19-25)HBCU Impact Day (9/20)

• October 2021 –Breast Cancer Awareness Day (10/4)

• November 2021 –Caregiver’s Day (11/15)

•

Chapter FinancesSoror Karolyn Ruffin, Tamiouchos

Supreme Basileus Glenda GloverAlpha Kappa Alpha Sorority, Incorporated ®

Soror Lucretia Payton-Stewart, Chairman International Leadership Development Committee

Former Supreme Parliamentarian & 13th South Atlantic Regional Director

FISCAL FITNESS – MANAGING CHAPTER FINANCES

Module 10

Soror Glenda Glover Supreme Basileus

Alpha Kappa Alpha Sorority, Incorporated ®

International Leadership Development Committee

Soror Lucretia Payton Stewart

Chairman, International Leadership Development Committee13th South Atlantic Regional Director

Former Supreme Parliamentarian

Soror Diane Peete Soror Kimberley N. Tull Soror Lashell M. Vaughn

To assist leaders and chapter members in

understanding and exercising their oversight and

fiduciary responsibility for the organization’s

finances and effective financial operation.

PURPOSE OF THE WORKSHOP

Objectives

• Understand the importance of a Chapter’s

Financial Fundamentals

• Discuss how to be efficient in the planning,

handling, and reporting of chapter’s finances

• Review responsibilities of chapter’s financial

officers

FISCAL FITNESS MANAGING CHAPTER FINANCES

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Chapter Responsibilities

• It is the responsibility of each chapter member to ensure the financial integrity and viability of the chapter.

• Sorors shall honor the financial protocols established by the Budget and Finance Committee.

WHO IS RESPONSIBLE?

• Fiscal Fitness Guide for Chapter Financial Operations has been updated, the most current revision is dated November 2018

• This is an essential document to ensure your chapter is following the correct financial procedures

CHAPTER RESPONSIBILITY

• The chapter shall maintain two (2) separate accounts:

• Operations

• Program

• All funds raised from the community will be deposited in the Program Account and used exclusively for scholarships and/or community service projects

CHAPTER RESPONSIBILITY

• Pecunious Grammateus (Financial Secretary)

• Tamiouchos (Treasurer)

* Control Objective – Separation of duties between the receipt and disbursement of funds.

13

CHAPTER FINANCIAL OFFICERS

• It is the duty of the Budget and Finance Committee to develop the chapter's budget for the fiscal year.

• The Tamiouchos serves as the CommitteeChairman

• The Pecunious Grammateus and the Program Committee Chairman should be members of the Budget and Finance Committee

CHAPTER BUDGET

• Financial cards are valid for the fiscal year

FISCAL YEAR

• Alpha Kappa Alpha's fiscal year begins January 1st and ends December 31st each year

TO

Financial Officer Responsibilities

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Pecunious Grammateus

• Receives and records all monies for the chapter• Gives receipts for all income received and

maintains duplicates of all receipts in a receipt book

• Submits all funds received to the Tamiouchos within 5-7 business days

• Must maintain a Cash Receipts Report and/or Cash Receipts Journal.


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Pecunious Grammateus(Con’t)

• Maintains current alphabetical list of all financialmembers

• Maintains current record of funds submitted tothe Tamiouchos

• Keeps a record of all payments made by eachsoror and brings the record to chapter meetings


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Pecunious Grammateus Sample Cash Receipt Journal


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Pecunious Grammateus Sample Cash Receipt Report


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Tamiouchos

• Serves as guardian of the chapter's funds• Receives all funds from the Pecunious Grammateus• Keeps an orderly record of income and

expenditures• Maintains the chapter's Cash Disbursement Journal• Makes deposits of all funds received within 5-7

business days of receipt from the Pecunious Grammateus


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Tamiouchos (Con’t)

• Issues checks upon receipt of properly executed vouchers

• Issues a check signed by 2 authorized chapter officers

• Reconciles bank statements monthly

• Make monthly written financial reports to the chapter


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• Keeps separate records and lists associated withspecial funds and/or bank accounts

• Prepares annual report to include funds received, expended and current state of chapter finances

• Prepares annual budget for presentation to the chapter prior to the meeting in November of each year

• Maintains the checkbook


23


• Makes all disbursements by check to sorors for monies spent

• Secures chapter approval for spending non-budgeted monies for an item from the contingency fund

• Ensures timely submission of all mandatedchapter funds to the AKA Corporate Office

• Establishes protocols with Pecunious Grammateus for receiving and distributing all funds


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• All chapter expenditures are paid by check

• Invoices or supporting papers should be attachedto a voucher to substantiate payment

• The Tamiouchos then issues a check for the authorized amount

EXPENDITURES

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Tamiouchos – Cash Disbursement Journal


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Tamiouchos – Cash Disbursement Report


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Tamiouchos

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Tamiouchos

30


31

Tamiouchos


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Audits

An internal audit:• Provides the chapter with information that is useful in

measuring compliance with the sorority and chapter policies and procedures.

• Provides an assessment of the fairness of the presentationon the chapter financial statements and the adequacy withwhich operational procedures have been followed.

• Provides a report on the completeness and integrity of thechapter financial records.


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Audits

▪ The financial records of a chapter must be audited internally on an annual basis, and a written report made to the chapter. The Basileus appoints the Audit Committee.

• It is recommended that an external audit by a non-chapter member(s) be performed at the end of the Tamiouchos’ term of office or on other occasions deemed necessary.


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Audits

The internal audit function should not include the Tamiouchos, Pecunious Grammateus or any other officer involved in the receipt and/or disbursements of funds for the audit period.

Chapter Members Responsibilities

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• Ask financial officer candidates about their prior financial experience and vote for candidates based on their qualifications.

• Ask questions when the proposed budget is being presented. If you don’t understand something, its likely that someone else doesn’t understand either.

• Know the chapter’s financial procedures for funds received and disbursements; abide by these procedures.

ROLE OF CHAPTER MEMBERS

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• Obtain and have a basic understanding of theapproved chapter budget.

• Know the monthly chapter financial reports that all chapter members should receive; review these documents; and ask questions as necessary.


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• Remember! We are to remain SISTERLY in all of our interactions!!!

• Asking questions and following up until an acceptable answer is received is frequently the most sisterly act that one can perform!


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Contact Information

Beta Sigma Omega Chapter

Karolyn D. Ruffin, Tamiouchos

[email protected]

Chairman, BSO Budget Committee

405.250.8217

mailto:[email protected]

Chapter StrategicPlan

Soror Joanne Davis, Risk Management Committee Chairman

Strategic Planning

Creating a Roadmap for Chapter Success

PRESENTER

Joanne Davis, Chair

BSO Strategic Planning/Risk Management Chair

Modified for BSO Standards

Retreat

An organization undertakes Strategic Planning to reaffirm or modify its mission and agree on its vision.

-Fisher Howe

Effective Strategic Planning

Alpha Kappa Alpha Sorority, Inc.

Thanks to our Founders’ vision and choice of mission, we haveendured and flourished for 111 years

PURPOSE

Purpose:

Ensure there are no disappointments, disillusionment anddisasters when developing and executing strategic plans

Obtain effective assessment, planning and evaluationtools

Use this opportunity to develops a best practices tool kitfor successful Strategic Planning for BSO

OBJECTIVES

Clearly define the complete strategic planningprocess.

Explain how to create and execute a chapter strategic plan under the umbrella of overall sorority strategic plan approved by Boule

Design a model that each committee canfollow and implement.

It helps us…

• establish and execute priorities

• create a game plan to execute at every committee level

• determine actions that drive toward the Boule/Region and Chapter agenda

• allocate resources (volunteer hours, finances) toward priorities,

before add-ons and track progress.

What is Strategic Planning

Our Roadmap

Already Created and Affirmed atBoule!

Directs Us Through 2028!

Membership

Sisterly Relations and Ethics

Leadership Development

Structure and Operations

Programs of Service

Finance and Sustainability

Collaboration and Partnerships

Risk Management

Technology

USING OUR ROADMAP

• Where are we now?• Where are we going?• What do we need?• How will we get there?• How will we know if we

are on track?• Detours/Issues?• How will we know when

we have arrived?

CREATE THE PLAN

Start with the END in mind

Step 1: Visioning

• Review the 2018-2028 Strategic Plan• Determine what this would look like in your chapter, based

on your resources and current state (SWOT analysis)• Sift through all the local “noise” to determine priorities• Determine your future state• Establish Your Vision, Mission, Guiding Principles, Goals,

Objectives, Strategies, Tactics, Milestones and EvaluationTools to ensure you remain on track.

Vision Statement This is your future state; how you wish to be and/or be seen. Not

actions, but the RESULT of the actions.

Mission Statement These are the highest level actions that will bring the vision to life.

Guiding Principles This is how you will work in a redeeming way. These are the

qualities that define your chapter’s culture and expected character.

In a Nutshell: The Strategic Process

assessment baseline components specifics evaluate

Where we are Where we want to be How we will do it How are we doing

•Environmental

Scan•Situation –

Past, Present and Future

•Strategies •Performance

Management•Mission & Vision

•Values / Guiding Principles

• SignificantIssues

•Background

Information

•Tactics • Review Progress: Milestones

•Major Goals•Align / Fit with

Capabilities•Initiatives and

Projects•Situational

Analysis

•Recalibration

•Gaps •SpecificObjectives

•Action Plans•SWOT •Feedback

upstream –revise plans

Sample Introduction

Beta Sigma Omega, which was chartered in 1937, is the Oklahoma City’s first graduate chapter and is comprised of more than 290 professionalwomen who reside in the Oklahoma City Metropolitan area. The purpose ofthe strategic plan (Plan) is to define the results Beta Sigma Omega Chapter seeks toaccomplish, in alignment with Alpha Kappa Alpha’s Mission and in fulfillment of itsVision. The sorority’s mission and vision drive the goals, objectives, and activities ofChapter planning. Based on chapter surveys and online research, this Plan answers the fundamental question – where do we want to be and what are we doing to get there?

The Plan shall serve as Beta Sigma Omega’s Chapter’s primary action planning guide,focused on long-term goals, objectives and action plans. Goals defined are specific,measurable and time-defined, and they emphasize results, not process. The Plan isdeveloped to cascade from the Basileus to Committee Chairmen to Committee Members,and ultimately to the entire chapter.

The Strategic Plan represents the “voice” of the Chapter for desired outcomes it would liketo achieve over the next three years.

OUR VISION STATEMENT

Beta Sigma Omega Chapter of AlphaKappa Alpha Sorority, Incorporated will be a recognized sisterhood determined to positively impact the community through dedicated service.

Our MISSION Statement:

The members of Beta Sigma Omega Chapter of Alpha Kappa Alpha Sorority shall cultivate high scholastic achievement, ethical standards and personal development while supporting family unity and implementing effective programs that positively impact the communities we serve

Guiding Principles (14)from the 2018-2028 International Strategic Plan

Sisterhood

Unity

High Ethical Standards

Character

Respect

Communication

High Scholastic Achievement

Leadership

Education

Health

Family

Arts

Technology

Economics

SWOT ANALYSIS

Strengths1. Internal:

2. Internal:

3. External:

4. External:

Weaknesses1. Internal:

2. Internal:

3. External:

4. External:

Opportunities1. Internal:

2. Internal:

3. External:

4. External:

Threats1. Internal:

2. Internal:

3. External:

4. External:

What are the key findings from these results?

STRATEGIC PLANNING ACTION:S.M.A.R.T. GOALS, OBJECTIVES AND TASKS FOR THE CHAPTER

Make sure they drive toward the Alpha Kappa Alpha Strategic Plan!

SMART GOALS

SPECIFIC – State exactly what you wantto accomplish

MEASURABLE – How will you evaluatethe extent to which goal is met

ATTAINABLE – Ensure goal isachievable

REALISTIC — Goal should tie into yourobjectives

TIMELY – Set target dates

Implementation and Maintenance

Chapter’s Strategic Plan

Report Report the number of tactical objectives successfully completed each year

Revise Revise the plan as needed

Track Track progress on metrics using tool

Review Review the Strategic Plan quarterly

Develop &Administer

Develop and administer an annual tool tomonitor progress against the Strategic Plan

Questions?

Evaluations Soror Yaritza Lusk

Standards Committee Member

Closing Remarks Soror Ameyka Pittman, Basileus

Soror Alisha Harris, Standards Committee Chairmain