Boule 2014
Delegate: Soror Arlene Skinner
Finance 101: Leading with Financial Finesse
Thursday, July 17
10:45 am-12:15 pm
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Understanding and implementing sound financial procedures is a Timeless Endeavor.
The workshop was a chapter financial operations workshop to help chapters stay on point with
our financial documents.
Our Supreme Tamiouchos was the presenter.
Discussions included:
o Financial guide was updated 2013
o Funds should be budgeted annually to purchase updated manuals; each chapter
received some in the various spring and fall mailings.
o IRS – send refunds and notice to the corporate office
o Forms – online; filed electronically now by Feb 1
o Bank cards – page 7 – credit cards authorized – debit cards are not authorized – same
internal controls for credit cards should be used
o Fiscal year – Jan 1 thru Dec 31
o Dues – payable Jan 1; subject to fine of 10% by Feb 1
o All local dues/assessments must be paid before sending funds to corporate office per
soror
o Chapter tax and per capita tax should be paid with the first submission of dues
o Suspended chapters must still pay chapter tax
o Reactivation fee plus all former indebtedness must be paid by sorors
o Life membership – different fees depending on active 10 years
o Transfers – form required
o Handling funds – separation of duties – should have accounting knowledge for chapter
with greater than 100 members
o Financial procedures – duties of PG and Tam; deposits should be made within 5-7
business days of receipt from the PG and the PG should get funds to the Tam within 5-7
business days of receipt from sorors
o Make chapter aware if sorors live a distance from one another thus the reason for
possible delays in depositing checks
o Expenditures – should have at least 2 signatures on checks written
o Balance sheet
o Cash receipt report
o Cash disbursement report
o Budget to actual report – important
o Bank reconciliation – open bank statements at the Executive Committee meeting and
the statement ending balance should be recorded in the minutes
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3 part receipt books should be used; have a record if soror leaves without leaving
records behind OR a family doesn’t allow the chapter to get a soror’s records in the
event of death
Tamiouchos should present the fundraising financial report; she has the documentation
Tamiouchos should give a year-end financial report
Internal controls are important and should be written
Basileus should have a copy of bank statements for her files
Debit cards weaken internal controls
See book re language for internal controls for credit cards
Assessment policies should be written
Chart of accounts
Cash receipt report should include: date, receipt #, name, description, check #, amount
and subtotal per line, total at end
Cash disbursement report should include: date, check #, payee, description, AC
number, amount and subtotal per line, total at end
Account analysis/monthly report
Statement of account balances; funds and cash available in each
Documents/forms on the website; open chapter operations book; next page; select
financial forms
Budget – Basileus and Anti-Basileus should participate/attend all Finance Committee
meetings
Once chapter has adopted the budget, sorors should not vote again
501c7 organization – dues, donations and contributions are not tax deductible
Bonding – positions not persons; keep copy of bonding for 8 years
Basileus appoints the audit team; those with financial responsibilities should not be an
audit team member
External audit – when Tamiouchos leaves office; CPA not necessary; too expensive
Foundations – 501c3 – not for profit organizations
Delores McKinley – dmckinley@aka1908.com – former Supreme Tam
Danette Reed – danette0@verizon.net – new Supreme Tam
Items in pink are areas in the delegate’s opinion that the chapter needs to improve upon or
implement immediately.
Boule 2014
Delegate: Soror Nan Wilson
Standards: Game Plans for Chapter Success: Operate, Evaluate and Cultivate
Thursday, July 17
10:45 am-12:15 pm
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Pecunious Grammateus is not to sign vouchers. Basileus, Treasurer, Grad Advisor and/or
Committee Chairman sign vouchers
Chapters can use credit cards—must have operating that indicates who is eligible to use.
Cannot use debit cards.
Review of standard operating procedure, policies and strategies introduced during 2010-2014
Maintain a healthy chapter by
o Developing SMART leadership
o Inspiring committee/officer development
o Practicing fiscal responsibility
o Implementing records retention place
o Utilizing 2nd century leadership skills
o Ensuring transition management plan
Committee chairmen should be motivating, good listeners, speakers, responsive and meet
deadlines of year end reports
Healthy chapters/operations exhibit fiscal responsibility
Anyone handling money should be properly bonded
Need to have original contract and amendments for those bonded
Grad advisor is on the undergraduate bond. She should be on both the undergrad and grad
bond
Retiring officers must ensure a proper transition process to incoming officers
Evaluate internal and external operations
Use resources and tools available for evaluation
Two types of external evaluation
o SET Standards Evaluation Team
o SITE Standards Investigative Evaluation Team
Officers sign a soror code of ethics before they leave office
Three pillars of Sustainability: individual, chapter, and organization. All lead to chapter
contributing to the community and sustaining the national organization
Meeting of Effectiveness: Nature of meeting, Expectation of Outcome, Agenda, Timeliness
(NEAT)
Every Basileus and grad advisor is responsible for getting mentoring in motion
Items in pink are areas in the delegate’s opinion that the chapter needs to improve upon or
implement immediately.
Boule 2014
Delegate: Soror Faye Cates
AKA Membership in the 21st Century: What Matters Most?
Thursday, July 17
10:45 am-12:15 pm
Presiding: Soror Charletta Wilson Jackson, Chairman, International Membership Committee
Soror Jackson introduced her committee members and utilized them in a discussion of AKA membership
through the generations.
Soror Wilma Holmes Tootle, North Atlantic Committee Representative, addressed the founding
principles of membership. She presented an intergenerational forum to generate dialogue among Sorors
that focused on the founding principles of membership, sisterhood, and reclamation.
Sorors were encouraged to utilize the talents of the Golden and Diamond Sorors. Introduced to the
group was an 87 year-old Soror who was just initiated into AKA, who said she had lots of experience and
talents to share. She told Sorors “It’s never too late for the sisterhood.”
Soror Brittany N. Jackson, Mid-Atlantic Region Committee Representative presented on Pearl Positions:
⁰ It is time in this second century to transform love into action and greater service that
impacts the global community.
⁰ We (AKAs) are the 1st!
⁰ Action: Move the organization from sustaining to perpetuating greater service and
sisterhood.
⁰ Sorors were asked to consider the following question:
What will membership in the sorority mean as we expand our footprint of service,
monitor the pulse of existing member, and extend our hearts and hands to new
members?
Soror Leona Wright, a Diamond Soror who joined AKA in 1946, a 70-year member shared what she had
done in serving her community. In 1962 her chapter was the first chapter to establish scholarships
honoring its charter members.
A 75-year member encouraged Sorors to pay attention to their personal health and fitness. She was
amazed at the obesity among the membership and she advised members to be mindful of what they
eat, particularly sugar.
A 50-year member said to be sisterly, you should maintain a good sense of humor. For her the challenge
has been keeping up with the technology that has evolved since she was initiated in 1964. Change is
inevitable and the challenge is to grow from the experience. She noted “You have to upgrade and
remain current.”
From an Undergraduates Perspective:
⁰ Graduate Sorors and graduate chapter members were encouraged to support
undergraduate chapter events, and to prepare mentors for them; and to put them to
work immediately utilizing the strength that comes with youth.
⁰ There should be meaningful discussions at chapter meetings and an effort to stay
relevant.
Sorors were advised to incorporate the family in sorority events, to bring them along to work as
volunteers on service projects when appropriate, thus creating an opportunity for them to give back to
the community.
The challenge of extending membership to new candidates:
⁰ Pay attention to the MIP Process;
⁰ Work closely with Corporate Office staff;
⁰ Pay attention to the MIP forms – assure that all information required is completed
correctly; and
⁰ Take the time to learn the talents of new Sorors or you will lose them.
Boule 2014
Delegate: Soror Vanessa Johnson
Voter Empowerment: Where Do We Go From Here?
Thursday, July 17
10:45 am-12:15 pm
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The workshop was a voter empowerment and mobilization operations workshop to help and
educate chapters how to obtain updated voter information and how to connect with the
community and with community partners.
Our International Connection Committee moderated the event and the following guest panel
presented:
o Soror Omisade Burney-Scott – Training Director of Democracy North Carolina
o Mike Burns – Nat’l Director for Fair Elections Legal Networks (FELN) Campus Vote
Project
o James S. Ferguson – Ferguson, Chambers, and Sumter, P.A.
o Anita S. Earls – Southern Coalition for Social Justice
Discussions included:
o New voting laws
o The importance of all elections (midterm, local, primary elections)
o Organizations can create pocket-sized voter education cards or packets (samples were
provided)
o Consciousness of the 14 Amendment
o Statistical voter suppression data was presented
o Community Colleges and Universities having the responsibility of being civic minded and
providing voting registration education
o How to reach the elderly and college student population (hire students to be campus
organizers and poll monitors)
o Collaborate with organizations that are already in the community
o Education of residential laws for college students – students must be on campus for 60
days before the election to use campus address for voter registration
o How to confirm polling stations and be aware of redistricting localities
o The community needs to know what is at stake and all elections have consequences
Boule 2014
Delegate: Soror Marta Cheek
The Royal “Rs” of Alpha Kappa Alpha Rituals – Respect, Revere, and Review
Thursday, July 17
10:45 am – 12:15 pm
The workshop emphasized the values of our rituals. The rituals are the spiritual foundation of our
sorority and must be ratified, revered, and respected by Sorors. We must keep AKA alive and healthy by
demonstrating ambition, humility, and self-control when conducting and participating in all rituals as it
relates to décor, dress, songs and participation.
The International Rituals Committee reviewed and edited the 2010 Rituals Manual. It provides
guidelines for appropriate participation; the setting, materials, participants, and attire before each ritual
and ceremony.
Each AKA undergraduate and graduate chapter received a copy of the revised 2012 Protocol Manual in
the 2012 Fall Mailing.
The Rituals Workshop held during the 2013 and 2014 Regional Conferences; and the 2013 Leadership
Seminar was a mandatory workshop for the Internal Leadership Training for External Service
certification. It was titled “Keeping Our Secrets Sacred Through Timeless Commitment”. It reminded
Sorors of our commitment and vows to keep our Rituals secret. All chapter leaders and Sorors are
responsible for conducting our rituals appropriately. No errors should occur. The Ritual workshops were
well received by the Sorors and positive feedback/evaluations were provided. It turned out to be a
favorite workshop for many Sorors. The Ritual Committee encouraged Sorors to email or telephone
members of the committee if Sorors have questions pertaining to the AKA Rituals.
The wearing of head wraps for religious/health reasons; and orthopedic shoes for health reasons have
been added to the 2013 Protocol Manual. Guidelines were reviewed during all Rituals Workshops. The
head wraps must be white for Chartering; Membership Intake; Ivy Beyond the Wall; and Honorary
Member/s Induction.
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Ritual vs Ceremony: Rituals are a collection of rites representing our values held scared by women of
AKA Sorority, Inc. AKA has ceremony procedures use to conduct our rituals.
Guidelines for Conducting Rituals/Ceremonies: Always use the latest edition (2012).
Must shred older editions.
Confidential. Must be kept in a secure and safe place by the chapter Basileus.
Never altered
Never made available to non-Sorors
No Xerox copies are to be made of our rituals. If a must, collect all copies.
Never print in newsletters or post on website/s.
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Review the rituals bi-annually with the chapter members (e.g., chapter retreats, etc.)
Each chapter should have a ritual chairperson and committee.
Rehearse AKA songs prior to ceremonies.
MIP Rituals must be reviewed and practice (chairperson responsible for doing this).
No pictures should be taken during rituals.
Photographs allowed after ceremonies.
Appropriate Attire: conservative solid seasonal white dress or skirted suit with sleeves (without
embellishment/adornment – nothing handing out); flesh-tone or white hosiery and seasonal white
shoes - mandatory for the following ceremonies - chapter chartering; Ivy Beyond the Wall, MIP and
Honorary Member Induction.
Dresses/skirts should be knee length.
Must wear Stockings – flesh tone or white not BLACK!!!!!!
Pants or pant suits are unacceptable for any rituals.
No short sleeves – need to cover the shoulders.
AKA sorority pin should be worn in the inside if wearing a jacket
Do not wear AKA sorority pin with pants.
One strand of cultivated pearls is preferred. Please note perfume changes the color of pearls.
Orthopedic shoes may be worn. No color restrictions.
Head wraps must be seasonal white.
Jewelry should be conservative.
Name badge may be worn and appropriately placed.
Chapter officers shall be elected in November, except on college campuses where NPHC rules differ.
Chapter officers must be installed in December – either at the end of the chapter meeting or at a
separate pre-arranged meeting.
A Soror whose achievement and standing are of significance to the Sorority should be invited to install
officers.
Basileus should notify all retiring and new officers of the date, time, and place of installation.
Chapter installations can be an open event.
Attire for installations should be business attire.
Ceremonies (e.g. rededication, closed Founder’s Day, reactivation of members) – music should be soft
and played throughout the service. May use candles or battery operated candles. However, must know
how to turn on battery operated candles prior to the ceremony. Turn on – one at a time so that the dark
room can become lightened. Designated Sorors should be assigned to lighten the candles.
Ivy Beyond the Wall: is appropriate for any deceased member, including general, honorary and inactive
Sorors. Chapter Basileus should contact the deceased Soror’s family. Confirm with family members/s
they would like to have an Ivy Beyond the Wall Service. If so, arrange the logistics of the service – know
the vendor’s setup. Call it a Memorial Service, not an Ivy Beyond the Wall service. It is not a closed
ceremony. The family should be apprised of the following – Sorority Badge (pin). (1) May be buried with
the deceased Soror. Place properly on the body; (2) May be given to a designated Soror according to the
deceased Soror’s wishes; (3) Retained by a family member; or (4) returned to corporate office. Review
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with the family the proper disposal of sorority paraphernalia. Also provide a brief description of the
memorial ritual and where Ivies will be placed.
Ivy Beyond the Wall Service: The AKA chapter song, tune of a Perfect Day is played softly throughout the
service. Sorors are not to stand in front of the casket. The Basileus stands at the head of the casket.
Place the ivies according to the protocol. During the ceremony, Sorors should not stop to greet the
family.
MIP: Black robes are worn only by the Basileus and MIP chairperson (Sunday morning).
AKA Secret Rituals: Review at least twice per year with chapter members – Our motto; colors; symbol;
grip; sign of recognition, coat of arms and password. Must be done! Designated Sorors should review
with the chapter members.
Final Commitment (MIP) Ceremony: No pictures should be taken of newly initiated Sorors wearing
wreaths. Include cushions/pillows for kneeling. Each candidate should light a candle or battery operated
candle – one at a time. AKA Secret Rituals -practice prior to the Final Commitment (MIP) ceremony.
Designated Sorors should teach/review the secret rituals.
There is a word incorrectly printed in the Initiation Hymn in the Final Commitment (MIP) and the
Membership Intake Process Manual. The correct word is “rise” to glory’s height, NOT “climb” to glory’s
height. The reprint will be in the Fall 2014 Mailing. The correction was noted in the 2014 Regional
Conference workshops; 2014 June Leadership Fellows Program and Boule.
AKA National Hymn: Do not sing the song too fast or too slow. Sing it as it was meant to be song. Learn
and remember the lyrics as:
We strive and we do.
We will help each other.
We will pledge our faith.
We’ll forge a way – NOT we’ll forge our way or away.
To thy honor – NOT for thy honor.
At the end of the session, Sorors were asked to recite an “I Promise “pledge to value their commitment
in keeping our rituals scared and secret. The workshop presenters/facilitators encouraged Sorors to do
the same during their chapter meetings from time to time.
Boule 2014
Delegate: Soror JoAnn Thomas-Wilson
Cultivating EAF Ambassadors in the Queen City
Thursday, July 17
10:45 am – 12:15 pm
The presenters were Sorors Barbara Sutton, EAF Executive Director and Erika V. Everett, EAF Finance
Director
 The participants were provided handouts on EAF which were very informative. (These should be
shared with the chapter in an EAF presentation).
 The room was divided into two teams each with a captain. Then, through an interactive
competitive team game the participants learned what they thought they knew as well as new
information about EAF such as:
o Chapters can use EAF as a part of its fundraising mechanism and saving money for
scholarships without the expense of establishing and operating a foundation.
o The role and responsibilities of the Regional EAF Coordinator as well as the EAF Chapter
Captain
o The levels of giving within EAF
o Best practices & fundraising suggestions to help grow the chapter’s contribution to EAF
o Both Soror Barbara and Soror Erika were very knowledgeable and provided detailed
answers to all inquiries
o Participants were given a gift as they left the session
Boule 2014
Delegate: Soror Sheanita Carter
Advanced Protocol Workshop: Protocol Pearls Reign Supreme
Thursday, July 17
10:45 am - 12:15 pm
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Presenter: Traci Washington
Sorors should review Code of Ethics yearly.
AKA Photos – use caution when posting on social media and pre plan group photos
Planning:
o Letter of invitation- if accept, send an acceptance letter
o Honorary Members must get permission from corporate
o Plan activities for event 30-60 days ahead
o Arrive early
o Dais seating and holding room seating should be the same
o Dias and Reserved seating are different
o Know your VSG- find photos and research background on VSG’s
o Review daily itinerary
o Keep phone with you and charged
o Communicate with driver and escort chairman
o Ensure there are people around for crowd control
o Provide protocol reminders before events