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OPERATING GUIDELINES

Revised September 2016

ALPHA KAPPA ALPHA SORORITY, INCORPORATED®

LAMBDA MU OMEGA CHAPTER

Leadership Mentoring Opportunities Foundation

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TABLE OF CONTENTS

Title

Page

Purpose of the Chapter Guidelines 3 Yearly Calendar 3 Correspondence 3 Resignation of Officers and Committee/Program Chairmen 4 Social Media Websites/Corporate Office Websites 4 Event Planning 4 Responsibilities of Committee Chairmen (Program, Standing and Special) 5 Meetings 5 Chapter Reporting 6 Committee Year-end Reporting 6 Annual Chapter Record Certification Form 8 Evaluation of Chapter Committees 8 Submission of New Roster of Officers 8 Other Reports due/Distribution by Dec. 31 8 Inactive Members/Non-Financial Members 8 Transfers 8 Insurance/Solicitation 9 Transition of Officers/Chairmen 9 Awards 9 General Information 9 Fines 10 Parliamentary Authority 10 Finance 10 P.O. Box 10 Resources 11 Appendix 12

Appendix 1 – Tentative Chapter Calendar Form 13 Appendix 2 – Event Planning Form 14 Appendix 3 – Agenda Template for Committee Meetings 20 Appendix 4 - Evaluation for Committee Event/Activity/Workshop Form 21 Appendix 5 – Chapter Voucher Forms 23 Appendix 6 – L.M.O. Foundation Voucher Forms 24 Appendix 7 – Budget Request Form 25 Appendix 8 - Committee Chapter Report Template 26 Appendix 9 – Conference Attendance Form 27 Appendix 10 – Transfer Form 28

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Operating Guidelines

PURPOSE The purpose of these Alpha Kappa Alpha Sorority, Inc., Lambda Mu Omega Chapter Guidelines is to conduct chapter business professionally and to successfully accomplish our chapter goals. These guidelines will ensure the efficient and effective execution of the work to be done and foster consistent practices and procedures within the chapter. It is the role of the chapter members of LMO to understand how we operate, and commit to the proper execution of the tasks required. Where appropriate, the same guidelines can be utilized for the LMO Foundation (Foundation).

YEARLY CALENDAR Program and committee chairmen are encouraged to develop plans for events/activities desired for the next calendar year so as to increase program achievements/continuity. Such planning should be available for review at the November Executive Board meeting, if not completed and approved at the October chapter meeting. All calendars (Appendix 1) for the following year should be submitted by the October chapter meeting and no later than the December chapter meeting for approval of the dates.

CORRESPONDENCE Correspondence - All letters to external sources (organizations, business establishments, and invitations to speakers), etc. should be written in business format to all addressees.

A draft should be prepared by Committee or Program Chairman and submitted to the Chapter Basileus for approval to print on LMO Chapter Stationery and for signature.

The committee chairman can be identified by name and contact information within the 2nd to last paragraph of the letter; e.g. for additional information or assistance, you may contact Sally Doe, Membership Chairman at 773-555-1212 or email.

The Basileus reserves the right to make revisions in the document’s content. Flyers/Pluggers should also be submitted to the Basileus for approval/signature. They

should contain the title of the event, the sponsor, location, date and time, fee if applicable, contact person/information with and appropriate graphics. The pink and green sorority colors are to be used on all items – for the sorority. It should be uniform throughout the material to be distributed.  Foundation items are encouraged to have one or both sorority colors.

Use the symbol ® to accompany Alpha Kappa Alpha’s registered trademarks (crest or program seal), including the name of the organization when it is spelled out in full (Alpha Kappa Alpha Sorority, Incorporated ®).

ALPHA KAPPA ALPHA SORORITY, INCORPORATED ®

Lambda Mu Omega

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A cover letter should be drafted for expression of condolences to sorors regarding the loss of family members with monetary gifts of remembrance enclosed. The cover letter is to be drafted by the Hodegos and approved and signed by the Basileus.

All announcements are to be sent to the Basileus for approval prior to submission to the Epistoleus/Technology Chairman for publication by internet to the membership.

For committee meetings, the chairman may send notices directly to their committee members and copy the Basileus, and Anti-Basileus/Program Chairman.

RESIGNATION OF OFFICERS, COMMITTEE CHAIRMEN All announcements for resignation of Officers or committee chairmen should be directed to the Basileus for further direction. Any appointees for unfulfilled offices are to be appointed by the Basileus and approved by the Executive Board.

SOCIAL MEDIA/WEBSITES/CORPORATE OFFICE WEBSITES

Sorors should not engage in online arguments or “flame wars” through social media commenting.

Sorors are prohibited from posting any sorority business on their personal social media accounts.

Website/social media sites – Administrators/Committee Chairmen/Program Chairmen upon transition or completion of her duties, shall transition all passwords appropriate documentation, etc. to the soror assuming these responsibilities.

The Chapter Basileus shall have access and a copy of all passwords and secret questions and answers for all websites dealing with Lambda Mu Omega Chapter and the LMO Foundation.

EVENT PLANNING All components of the event should be well thought out and if appropriate, prior to submission to the executive board and membership for approval, if required. Information that should be available and shared should include the following (Appendix 2) from the event planning guide:

Description of the event Purpose/goal of the event Population to be served Budget (expenses and anticipated receipts) Projected place/facility Suggested/desired date Date /Time desired/planned Rental fees If food served - menu Insurance needs Solicitation Form-considered sources Contract, if needed Security, if needed #Volunteers needed Partnerships/Collaborations Evaluations Other Important Information

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RESPONSIBILITIES OF COMMITTEE CHAIRMEN (PROGRAM, STANDING, AND SPECIAL)

Calls the committee to assemble. Presides over committee meetings Secures the names, addresses, and phone number from chapter roster. Secures committee assignments and any special instructions from the total membership,

Executive Committee, or Basileus. Secures a statement of the duties, powers, and financial limitations of the committee Gathers available information that will be helpful to the committee. Ascertains the nature of the report desired and the date requested. Develops the agenda for committee meetings. (Appendix 3) Appoints secretary and sub-committees, as necessary. Notifies committee members of meetings at least one week prior to meeting date unless

there is an emergency. Plans for the meeting. Establishes good rapport with committee members. Encourages active participation and exchange of ideas. Provides attendance roster from committee functions to the Philacter. Submits written reports and meets deadlines. After each event/activity/workshop submit an evaluation form. (Appendix 4) Committee Chairmen keep all reports, meeting minutes, sign-in sheets, copies of

contracts (original goes to the Basileus), and other important information for the two-year period in a three-ring binder with tabs for each major item.

Submit vouchers (Appendixes 5 & 6) for reimbursement in a timely manner. Usually within 30 days of an event/activity.

Submits a budget each year to the Tamiouchos on the needs for the committee for the next year. This should include all activities and events scheduled for the next year. All budgets are submitted in June on a Budget Request Form (Appendix 7). This information is added to the Chapter Budget for presentation at the Chapter Retreat and approval at the subsequent chapter meeting.

At the transition meeting in December, turn in a labeled binder with all the above information including contracts and etc. into the Archives Chairman and a copy to the incoming chairman of the committee.

MEETINGS

Each committee chairman (standing committees, special committees and program committees) should have at least one meeting per year – per chapter bylaws.

Each committee chairman should do the following: 1. Send an announcement to the Basileus, Anti-Basileus, Leadership Council Facilitator

(LCF), and committee members to let them know the date, time and location of the meeting to be scheduled. If it is a conference call, give call-in number and access code.

2. A committee member should be assigned to take the minutes. 3. If it is a person to person meeting, there should be a sign-in sheet. For conference

calls take a roll call so that you will know the names of the members on the call for the minutes.

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4. Minutes should be typed up and sent to the following: Basileus, Anti-Basileus, LCF, and each member on the committee. Generally, minutes should contain a record of all business accomplished, not what the various members said. Notes taken must be objective, not subjective. Record in the third person.

 

5. When a soror is conducting business for Alpha Kappa Alpha Sorority, Inc. or Lambda Mu Omega Chapter, or LMO Foundation, Inc., she should be excused from any meeting/s or conference/s. The Basileus or Anti-Basileus should be notified in a timely manner.

CHAPTER REPORTING

All committee and program chairmen are expected to submit monthly reports by the due date agreed upon to the Anti-Basileus/Program Chairman for review at the Executive Board meeting. Only Highlights of the meetings should be included in your Committee Chapter Reports – and not the entire meeting minutes. (Appendix 8)

Reports reviewed at the Executive Board meeting will be acknowledged with emphasis on recommendations for actions. Reports received after the due date/Executive Board Meeting, unless an emergency will be held over to the next month.

Program reports for EOY Reporting on events/activities should be received at least 30 days following the event/activity. If they are received timely, they can be entered online by the program chairman making reporting at the end of the year less labor intensive and time consuming.

COMMITTEE YEAR END REPORTING

At the end of the year, all committee chairs (standing special and program) are to briefly summarize all the activities, events and workshops convened during the year in a written report, and submit a copy of the report to the Basileus, and Anti- Basileus/Program Chairman no later than the December 1 for the December Executive Board Meeting. Committees with activities occurring in December should be reported on immediately following the event but not later than Dec 29.

The Roster of Chapter Officers Form is due to Corporate by December 14 and the Chapter Committee Chairmen Report to Corporate by December 24.

The following reports are submitted by the Basileus/Anti-Basileus/Program Chairman to the respective sources as follows, except Report #1 and #2, which is submitted by the Tamiouchos:

1. REPORT #1 & #2 - THE BUDGET AND STATEMENT OF

FINANCIAL OPERATIONS FORMS The Tamiouchos is required to file the above reports online after prior approval of the Basileus. They must be reported no later than December 31 to the Basileus, so that we can make whatever changes that we will need to make in the report. This is crucial in order to prevent problems in the reporting process, issues with the Internal Revenue Service (IRS), and possible litigation. The reports are to be submitted to the Regional Director, Basileus and Chapter file. This report is due February 1 to Corporate Office.

2. REPORT #3 – INTERNATIONAL PROGRAM REPORTS are to be submitted

online by the Anti- Basileus/Program Chairman No Later than December 31, 11:00 p.m. (CST). Early submission is encouraged. The reports are to be submitted to the

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Regional Representative to the International Program Chairman, Regional Director, Basileus and Chapter file. Non-International projects are to be reported online under the category of “Other.” This form will be sent to each Program Initiative Chairman by the Anti-Basileus/Program Chairman.

3. REPORT #4 – SORORS GRADUATED DURING THE YEAR FORM This form is submitted by the Graduate Advisor to the Regional Director, Corporate Office, Undergraduate Chapter Files, and a copy to the Basileus of Lambda Mu Omega.

4. REPORT # 5 - STANDARDS FORM

The Standards Committee Chairman submits to chapter members annually an evaluation. Such can be done at 6 months’ intervals and/ or at the October Retreat. The evaluation is to be submitted by December 31. The distribution by the Basileus is as follows: Regional Director, Chairman, The International Standards Committee, Regional Representative to the International Standards Committee, Basileus, and the Chapter File.

The Standards Chairman will administer the Sorority’s Code of Ethics annually to each member. She will ensure that all members have reviewed and signed the Code of Ethics. The signed Code of Ethics documents will be given to the Archives Chairman for storage/retention.

Standards requires a retention of seven (7) years for ballots.

5. REPORT #6 – CONNECTION REPORT FORM The Connections Committee Chairman submits the Connections Report Form annually. The report is submitted by December 31. The distribution is as follows: Regional Director, Regional Representative to the International Connections Committee, Basileus, and the Chapter File.

6. REPORT #7 – MEMBERSHIP REPORT FORM

This report form is submitted by the Membership Chairman annually. The report form is submitted by December 31. The distribution is as follows: Regional Director, Regional Representative to the International Membership Committee, Basileus, and the Chapter File.

7. REPORT #8 – ARCHIVES COMMITTEE REPORT FORM

This report form is submitted by the Archives Committee Chairman annually. The report form is submitted by December 31. The distribution is as follows: Regional Representative to the International Archives Committee, Basileus and the Chapter File.

8. REPORT #9 – FOUNDATION/INCORPORATED ENTITY NOT FOR PROFIT ORGANIZATION ANNUAL COMPLIANCE FORM

This form is submitted annually to the Alpha Kappa Alpha Corporate Office, Regional Director-email copy, Supreme Tamiouchos-e-mail copy, Basileus, and the Chapter File by February 1.

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9. REPORT #10 – ANNUAL CHAPTER HOTEL EXPENDITURE FORM The Basileus submits a report form annually for the chapter on the amount of expenses that chapter members spend on various conferences. This information is needed to use as leverage for negotiating hotel rates for conferences. This form is submitted annually to the Regional Representative to the International Conference Planning Committee or E- mail conferenceplanning@aka1908.com and the chapter file.

Sorors should complete the Lambda Mu Omega Chapter Conference Attendance Form (Appendix 9) each time they attend a Boule, Regional Conference, Leadership, Undergraduate Roundup, Cluster Retreat, Chapter Retreat or any conference that requires travel expenditures. This form should be sent to the Basileus at the end of the year with your total expenditures for this report.

10. ANNUAL CHAPTER RECORDS CERTIFICATION FORM, REPORT # 5

An inventory of records on hand-signed by the Basileus and maintained in the Chapter Files.

11. EVALUATION OF CHAPTER COMMITTEE Officers and Committee Chairmen are encouraged to evaluate their annual committee performance, identifying gaps, challenges and opportunities for office/program improvement. This information should also be transferred to the incoming officers/chairmen at the end of one’s tenure.

12. SUBMISSION OF NEW ROSTER OF OFFICERS The Basileus will submit to Corporate the completed Roster of Officers Form on the due

date, usually December 14. This report includes the names, contact information, offices and officers’ membership numbers and signatures.

The Basileus will submit the completed Roster of Committee Chairmen to Corporate by the due date, usually December 28. This report contains the names, offices held, contact information and membership number with signature.

13. OTHER REPORTS DUE/DISTRIBUTION BY DECEMBER 31. Forms are to be typed and can be downloaded at www.aka1908. The budget should have been prepared by the Budget Committee, reviewed and adopted

in October at the Chapter Retreat and distributed at the November Chapter Meeting. INACTIVE MEMBERS/NON-FINANCIAL MEMBERS

Inactive members cannot participate on committees or vote until they become active members in the chapter.

Non- Financial members cannot participate on committees or vote until they become active members in the chapter.

TRANSFERS Any inactive soror from past years or current soror who has not met all financial obligations to Lambda Mu Omega or the Foundation will not receive a transfer (Appendix 10) until all financial obligations are cleared.

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INSURANCE/SOLICITATION GENERAL LIABILITY INSURANCE

We have General Liability Insurance for the Chapter and Foundation to cover events that require liability insurance coverage. The Basileus requests an application Certificate of Liability Insurance from the Assistant to the Executive Director at the AKA Corporate Office for $50.00. Information required: event, time, date of event, and location. The Assistant to the Executive Director will make the determination if the insurance is needed. A Certificate of General Liability will be issued to the Basileus for the event.

EMPLOYEE DISHONESTY INSURANCE This insurance covers only the officers with fiduciary duties (Basileus, Anti-Basileus, Tamiouchos, Pecunious Grammateus, Anti-Pecunious Grammateus.) This insurance is currently paid for three (3) years ($142.00 per year/$50,000 coverage).

SOLICITATION OF FUNDS INSURANCE If we are selling tickets/soliciting funds from corporations or others, the Basileus will request an application for Request for Contributions from the Assistant to the Executive Director at the AKA Corporate Office to find out if insurance is needed for this item. Information needed: Activity/Event for which solicitations will be sent, Person to whom solicitations will be sent, disbursement of proceeds from event, and how does the disbursement of these funds relate to the Chapter’s Goals and Objectives as stated in the Chapter’s Annual Report.

TRANSITION OF OFFICERS/COMMITTEE CHAIRMEN All important information should be transferred to the incoming officers/chairmen at the end of one’s tenure at the transition meeting. All important documents, contracts, meeting agendas, minutes and etc. should be submitted in a labeled binder to the Archives Chairman for the Lambda Mu Omega Chapter Archives. A copy of this material should also be given to the incoming chairman.

AWARDS

The Chapter Basileus shall have access to all passwords and access codes in order to enter the site to submit the information to the Regional Director for the Regional Conference Awards. The documentation for membership is only available after February 1, when dues have been paid without penalty. This information is a condition for award entry/approval in concert with other requirements specified for award eligibility.

To enter as a Regional Conference Award Participant, the specified entry fee is by cashier check or money order as the form of payment.

GENERAL INFORMATION

Program, Standing and Special Committee Chairmen are appointed by the Basileus with the approval of the Executive Board. The following Officers are appointed by the Basileus: Parliamentarian, Membership Chairman and Historian.

The Nominating Committee Chairman is appointed by the Basileus out of the five members elected by the chapter. An option for the selection of the Nominating Chairman may be based on the highest number of votes received.

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The Basileus is the official representative of the chapter. Lambda Mu Omega’s Safe Deposit Box contains the following: Original Charters of

Lambda Mu Omega Graduate Chapter and Xi Kappa Undergraduate Chapter, Insurance Policies and all other important papers.

Copies of the Chapter Charter, Xi Kappa Undergraduate Chapter Charter and the Dishonesty Insurance policy are stored in the chapter storage.

The Tamiouchos should submit to the Basileus at the end of the year a list of all sorors (from past years and current year) that are not financial.

FINES The fine assessed to sorors who arrive after the stated call to order of the chapter

meeting is $2.00. The current password will need to be stated. The funds collected by the Philacter will be submitted to the Soror Carmen E. Fowler Fair & Lambda Mu Omega Chapter Endowment fund at the EAF. Golden Sorors, sorors with physical challenges, and visitors will be exempt.

A $5.00 late fee will be assessed for late submission of Chapter Retreat registration A 10% late fine will be assessed for late submission of annual chapter dues

(including per capita tax and EAF dues).  

PARLIAMENTARY AUTHORITY The governing documents will be used in said order:

1. National Constitution 2. Manual of Standard Procedure 3. Chapter Bylaws or Foundation Bylaws 4. Roberts Rules of Order, Newly Revised Edition shall be the Parliamentary Authority for

all matters not covered in the Constitution and Bylaws of Alpha Kappa Alpha Sorority, Incorporated and/or Bylaws of Lambda Mu Omega Chapter and/or Bylaws of the L.M.O. Foundation.

 

FINANCE The income derived from public fundraising shall be used to award scholarships to students at

higher learning institutions, to support national and local charities, and to support those programs so designed by Alpha Kappa Alpha Sorority, Inc. national program. The LMO Foundation shall act as the public fundraising arm of the Chapter.

All checks returned by the bank for non-sufficient funds (NSF) must be repaid immediately by cash, money order, or cashier's check. This payment must include all bank charges incurred. If a soror, within the same fiscal year, submits more than one NSF check, then she must pay by cash, money order, or cashier's check, for a period of one year (starting from the date that the NSF check was submitted) for all financial matters. Both the Pecunious Grammateus and the Tamiouchos shall keep accurate records, including the start and completion dates.

P.O. BOX

The Basileus or her designee shall be responsible for getting Chapter mail from the P.O. Box.

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ALPHA KAPPA ALPHA SORORITY, INCORPORATED ®

LAMBDA MU OMEGA CHAPTER

SUGGESTED RESOURCES

Constitution and Bylaws

Manual of Standard Procedure Robert's Rules of Order, Newly Revised

Lambda Mu Omega Chapter Bylaws Guide to Chapter Financial Procedures

So You Want To Run For Office So Now You’re Elected

The Official Guide to Alpha Kappa Alpha Protocol Ivy Leaf Magazines

Alpha Kappa Alpha history books Current Program Publications

Lambda Mu Omega Chapter History Alpha Kappa Alpha Sorority, Inc. Song Book

Fiscally Fit Guide to Public Relations

Alpha Kappa Alpha Style Manual Alpha Kappa Alpha Media Guide

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APPENDIX

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Appendix 1

Please list all of your tentative calendar dates for your workshops, meetings, events and activities for Due by December 1, _. Return to the Program Chairman.

Committee

Chairman

CALENDAR 

Month/Day/Year     

Event/Workshop/Activity/Meeting    Title     

Time/Location     

Month/Day/Year     

Event/Workshop/Activity/Meeting    Title     

Time/Location     

 

Month/Day/Year     

Event/Workshop/Activity/Meeting    Title     

Time/Location     

 

Month/Day/Year     

Event/Workshop/Activity/Meeting    Title     

Time/Location     

 

Month/Day/Year     

Event/Workshop/Activity/Meeting    Title     

Time/Location     

Month/Day/Year     

Event/Workshop/Activity/Meeting    Title     

Time/Location    

Alpha Kappa Alpha Sorority, Incorporated ®

Lambda Mu Omega Chapter

Tentative _______ (Year) Chapter/Committee Calendar

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Appendix 2

6 MONTHS TO 1 YEAR

ITEM PERSON

RESPONSIBLE DUE

DATE COMPLETE

Decide Event Purpose (celebration, fundraiser)

     

Choose a theme  Choose a site  Appoint Event Chairman  Select committees/chairman of committees  Set up a budget (Finance Committee)  

Get cost estimates (site rental, food, sound system)

     

Entertainment  Get Bids for Entertainment  Get Bids for Decorations  Get Bids for Printing/designs  Get Sponsorship amounts/levels if big affair  List items to be underwritten/sources  Research/approach honorees  Compile mailing list (individuals or businesses  

Check proposed date for potential conflicts, finalize date in writing

     

Get written contracts for site, entertainment & etc.

     

Develop alternative sites (if event is outdoors)      Pre-party event for publicity or underwriting affair

     

Invite /confirm VIPs  Pick graphic artist; begin invitation design  Create logo for event with graphic artist  Order hold-the date cards or other event announcements

     

Set marketing/public relations schedule  Develop press release and calendar listings  Select photographer; arrange for photos of VIPs, chairmen and honorees

     

Get bios on VIPs, celebrities, honorees and chairmen

     

Investigate the need for special permits, licenses, insurance, etc.

     

ALPHA KAPPA ALPHA SORORITY, INCORPORATED ® LAMBDA MU OMEGA CHAPTER EVENT PLANNING CHECKLIST

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ITEM

PERSON RESPONSIBLE

DUE DATE

COMPLETE

Begin monthly committee meetings

     

Write/send requests for funding or underwriting to major donors, corporations, sponsors

     

Request logos from corporate sponsors for printing

     

Review with graphic artist invitations, programs, posters, etc.

     

Prepare final copy for invitations, return cards, posters & etc.

     

Prepare final copy for tickets  Complete mailing lists for invitations  Order invitations, posters, tickets, etc.  Sign contact with entertainment company  Make list of locations for posters  

Finalize mailing lists; begin soliciting corporations and major donors

     

Obtain lists from honorees, VIPs  Obtain radio/TV sponsors, public service announcements, promos

     

Set menu with caterer for food and beverages  Secure permits and insurance  

Get written confirmation of celebrity participation/special needs

     

Finalize audio/visual contract      Select/order trophies/awards/gifts  

  

2 MONTHS AHEAD

ITEM PERSON

RESPONSIBLE DUE DATE

COMPLETE

Hold underwriting or preview party to coincide with mailing of invitations; invite media

     

Assemble/address invitations (with personal notes when possible)

     

Mail invitations  Distribute posters  

Finalize transportation/hotel accommodations for staff, VIPs, honorees

     

Obtain contracts for decorations and rental items

     

3 To 6 MONTHS AHEAD

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2 MONTHS AHEAD CONTINUED ITEM PERSON

RESPONSIBLE DUE DATE

COMPLETE

Review needs for signs at registration, directional, etc.

     

All major chairpersons to finalize plans  

Hold walk-through of event with responsible committees, chairpersons and responsible site staff members at event site.

     

Review/finalize budget, task sheets and tentative timeline

     

Start phone follow-up for table sponsors (corporate, VIP committee)

     

Follow up to confirm sponsorships and underwriting

     

Obtain logos from corporate sponsors for program printing

     

Confirm TV/radio participation      Release press announcements about celebrities, VIPs and honorees

     

1 MONTH AHEAD Phone follow-up mailing list (ticket sales)  

Place newspaper ads, follow up with news media, on-air announcements

     

Confirm staff for registration, hosting, other  

Write to VIPs, celebrities, program participants, confirm participation

     

Complete list of contents for VIP welcome packets

     

Get enlarged site plan/room diagram, assign seats/tables

     

Give estimate of guests expected to caterer/food service

     

Meet with all outside vendors, consultants to coordinate event

     

Review script/timeline  Continue phone follow-ups for ticket/table sales

     

Continue assigning seats; set head table, speaker’s platform

     

Confirm transportation schedules: airlines, trains, buses, cars, limos

     

Confirm hotel accommodations

     

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1 MONTH AHEAD CONTINUED ITEM PERSON

RESPONSIBLE DUE DATE

COMPLETE

Finalize plans with party decorator  Give caterer revised numbers  

Meet with chairpersons, key staff to finalize any of the above

     

Prepare welcome packet for VIPs, chairmen, and key staff

     

Schedule deliveries of special equipment, rentals

     

Prepare transportation and accommodations (include arrival time, flight number, airline, person assigned to meet flights)

     

Confirm special security needed for VIPs, event

     

   

1 WEEK BEFORE Meet with all committees for last minute details  Finish phone follow-ups  Confirm number attending  Finish seating/table arrangements  

Hold training session with volunteers; finalize assignments

     

Secure two or three volunteers to assist with emergencies

     

Finalize registration staff  Distribute seating charts, assignments to hosts/hostesses

     

Schedule pickup or deliver of any rented or loaned equipment

     

Double-check arrival time and delivery with vendors

     

Reconfirm event site, hotel, transportation  

Deliver final scripts/timelines to all program participants

     

Finalize catering guarantee, refreshments  Confirm number of volunteers  Make follow-up calls to news media for advance and event coverage

     

Distribute additional fliers      Final walk-through with all personnel  Schedule rehearsals  Schedule volunteer assignments for day of event

     

Establish amount of petty cash needed for tips and emergencies

     

1 WEEK BEFORE CONTINUED Write checks for payments to be made for the day of the event.

     

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DAY BEFORE EVENT ITEM PERSON

RESPONSIBLE DUE

DATE COMPLETE

Lay out all clothes that you will need the day of the event

     

Recheck all equipment and supplies to be brought to the event

     

Have petty cash and vendor checks prepared  

   

   

EVENT DAY Arrive early (with your change of clothes)  

Unpack equipment, supplies and make sure nothing is missing

     

Be sure all VIPs are in place and have scripts  

Reconfirm refreshments/meal schedule for volunteers

     

Go over all the final details with caterer and setup staff

     

Check with volunteers to make sure all tasks are covered

     

Setup registration area  

Check sound/light equipment and staging before rehearsal

     

Hold final rehearsal  

   

   

       

   

   

   

   

   

   

   

   

   

   

   

   

   

   

   

   

   

   

   

   

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ANTICIPATED EXPENSES ANTICIPATED INCOME

Facilities Rental $________________

Food ________________

Lodging ________________

Publicity ________________

Speaker Fees/Honorariums ________________

Supplies ________________

Technical Support ________________ Travel ________________

Security ________________

Insurance/License or Permits _______________

Registration fees _______________

Other____________________ _______________

Other____________________ _______________

Other____________________ _______________

TOTAL $

Admission Fees $______________

Co-Sponsors ______________ (please list below)

Anticipated Grants Income ______________ (please list below name of grant/amount requested/ amount awarded)

Other income _______________

TOTAL $

IF YOUR TOTALS DO NOT MATCH, YOU MAY NEED TO ADJUST YOUR PROGRAM ACCORDINGLY.

ALPHA KAPPA ALPHA LAMBDA MU OMEGA CHAPTER

BUDGET PLANNING WORKSHEET

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Appendix 3

Day, Date and Time

1. Call to Order

2. Adoption of the Agenda

3. Review/Approval of Minutes

4. Committee Reports:

You should list them if there are any. If not omit from your agenda

5. Unfinished Business

6. New Business

7. Announcements

8. Adjournment

Next meeting –Day, Date, and Time

ALPHA KAPPA ALPHA SORORITY, INC.

LAMBDA MU OMEGA CHAPTER

(Name)COMMITTEE MEETING

MEETING/CONFERENCE CALL AGENDA (indicate which one)

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Appendix 4

Chapter Information

Chapter Name: Lambda Mu Omega_________ Region: Central Region_______________

State: Illinois____________________________ Initiative: __________________________

Date: _________________________________ Location of Event: ___________________

Activity Chairman: _______________________ Project Description: __________________

Date of Evaluation: ______________________ __________________________________

Collaborative Partnership (s) (List All): __________________________________

__________________________________

Activity Occurrences (once, monthly, quarterly, yearly): _______________________________________________

Program Content Please indicate the number next to the item: (5) = Strongly Agree (4) = Agree (3) = Neutral (2) = Disagree (1) = Strongly Disagree

Program met my expectations

Were the Program objectives identified and followed?

Was the Program organized?

Were materials distributed useful and pertinent?

Was Chapter participation and interaction encouraged?

Was adequate time provided to execute the program?

Communication Please indicate the number next to the item:

(5) = Excellent (4) = Good (3) = Average (2) = Poor (1) = Very Poor

Pre - Event Publicity        

Post - Event Publicity        

Communicates effectively        

Within Chapter

To the Community

Alpha Kappa Alpha Sorority, Incorporated ®

Lambda Mu Omega Chapter Event/Activity Evaluation Form

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Relationships/Collaborative Activities

Was this a collaborative activity? Yes_______ No______

• Undergraduate Chapter Yes_______ No______

• Other Graduate Chapter Yes_______ No______

Equal distribution of responsibilities (Select one) (5) = Excellent (4) = Good (3) = Average (2) = Poor (1) = Very Poor

Chapter Event Summary

How do you rate the program overall? (Select one)

(5) = Excellent (4) = Good (3) = Average (2) = Poor (1) = Very Poor

What aspects of the Program could be improved?

Other Comments?

Lambda Mu Omega Chapter Evaluation Continued

 

ALPHA KAPPA ALPHA SORORITY, INC. LAMBDA MU OMEGA CHAPTER

Appendix 5

CHECK REQUEST VOUCHER

Requested by Date

Please issue a check to Amount $_

In the Amount of

In payment of

Approved by Basileus

Reviewed by Committee Chairperson Budget Line Item

Payment Issued on Check Number Dated_

Issued by _Voucher Number Tamiouchos

CHECK REQUEST VOUCHER

Requested by Date

Please issue a check to Amount $_

In the Amount of

In payment of

Approved by Basileus

Reviewed by

Committee Chairperson Budget Line Item

Payment Issued on Check Number Dated_

Issued by _Voucher Number Tamiouchos

23

ALPHA KAPPA ALPHA SORORITY, INC. LAMBDA MU OMEGA CHAPTER

24

 

 

CHECK REQUEST VOUCHER

Requested by Date

Please issue a check to Amount $_

In the Amount of

In payment of

Approved by President

Reviewed by Committee Chairperson Budget Line Item

Payment Issued on Check Number Dated_

Issued by _Voucher Number Tamiouchos

CHECK REQUEST VOUCHER

Requested by Date

Please issue a check to Amount $_

In the Amount of

In payment of

Approved by President

Reviewed by Committee Chairperson Budget Line Item

Payment Issued on Check Number Dated_

Issued by _Voucher Number Tamiouchos

Appendix 6

L.M.O.FoundationLeadership Mentoring Opportunities

L.M.O.Foundation Leadership Mentoring Opportunities

25

 

 

Appendix 7

BUDGET REQUEST FORM

INFORMATION:  

___

Budget Year Requested:

Office/Committee: ___ Officer/Committee

Goal/ Objective:

Chair Signature: __

 

 

 

Projected Activities/Outcomes:

__

 

LINE ITEM AMOUNT JUSTIFICATION (PURPOSE)                          

TOTAL REQUESTED $  

ALPHA KAPPA ALPHA SORORITY, INC. Lambda Mu Omega Chapter

26

 

 

Appendix 8

To: ________________________________ Anti-Basileus/Program Chairman

From: __________________________ Committee Chairman

Subject:

Date:

Sorors on Committee:

Sorors on Conference Call/Attended Meeting:

Committee Purpose:

Information:

Next Committee Meeting/Conference Call:

You may be created as you want with your report presentation – but you should have this information listed above in your report.

ALPHA KAPPA ALPHA SORORITY, INCORPORATED®

Lambda Mu Omega Chapter

TITLE OF COMMITTEE REPORT – MONTH, YEAR

27

 

 

Appendix 9

CONFERENCE ATTENDANCE REPORT

Name_

Year  Name of 

Event Date of Event 

Type  Hotel  ExpendituresFood/Beverage

Hotel Room Expenditures 

TotalExpenditures

               

               

               

               

               

               

               

               

               

ALPHA KAPPA ALPHA SORORITY, INCORPORATED® Lambda Mu Omega Chapter

28

 

 

ALPHA KAPPA ALPHA SORORITY, INCORPORATED®

TRANSFER VERIFICATION FORM

Member Name

F i n a n c i a l Card Number

    

 

Former chapter should complete Part A, if member has met all of her financial obligations to the chapter:

Address_

City State Zip

Chapter you wish to affiliate with:

A. Give member a copy B. Mail the copy with original signatures

to the Corporate Office.

Former chapter should complete Part B, if member has not met her financial obligations to the chapter, is currently suspended, or is recommended for expulsion:

A. Mail the copy with original signatures to

the Corporate Office. B. Inform member that until she has cleared

this debt, completed the suspension or successfully appealed the suspension or expulsion she will not be issued a Transfer Verification Form.

(If transferring to general membership, fees must be in the form of a money order or certified check. Personal checks will be returned.)

PART A SOROR_ HAS MET ALL OF HER FINANCIAL OBLIGATIONS.

PART B

1. SOROR_ HAS NOT MET HER FINANCIAL OBLIGATIONS.

The amount owed to our chapter is $ .

2. SOROR_ has been suspended until .

3. SOROR_ has been recommended for expulsion at the (year) Boule. _____________________________________________________________________________________________________

CHAPTER NAME_

CHAPTER ADDRESS

CITY_ STATE ZIP_

SIGNATURE OF CHAPTER BASILEUS

SIGNATURE OF CHAPTER TAMIOUCHOS

DATE PLEASE REVIEW TRANSFER PROCEDURES

Appendix 10

DO NOT WRITE IN THIS SECTION FOR OFFICE USE ONLY GENERAL MEMBERS TRANSFERRING TO A CHAPTER

A/R CHECK: CK: LISTEXECUTIVE DIRECTOR

INITIAL