BetaXiSigmaOfficers
GeneralBodyVirtualMeetingAgenda
Saturday,September14,2024
RecitationofSororityPledge(allonmute)
Invocation/Meditation/Prayer, Chaplain
ParliamentarianGreetingsandReminders
Sergeant-at-ArmsGreetingsandReminders
Correspondence, Anti-Grammateus
CredentialsReport, Grammateus
Greetings, Chair
ApprovalofMeetingAgenda
AdoptionofPreviousMeetingMinutes
OfficerReports
UnfinishedBusiness
NewBusiness
Announcements/GoodfortheSisterhood
NextMeeting
Hymn/Adjourn
In Service & Sisterhood,
Soror Rebecca Mullin
Angela Freeman, Grammateus
Address: P.O. Box 3343, Petersburg, VA
Phone Number: 804-402-0023
Email: BXSGrammateus@gmail.com
GRAMMATEUS OFFICE REPORT
SEPTEMBER 2024
1. Officer or Committee Report Summary.
● Credential Report ○
○ 31 current financial Sorors as of 9/29/24 ■
● BXS Graduate Chapter Account Snapshot
○
○ Bank Account Balance: $24,165.18
○ PayPal Balance: $250.28)
○ Cash App Balance: $2459.69
■
● Philo Account Snapshot ○
○ Bank Account Balance: $4,688.68
○ PayPal Balance: $0.00
○ Cash App Balance: $0.00
■
● Rhoer Account Snapshot
○
○ Bank Account Balance:$3,322.12
○ PayPal Balance: $0.00
○ Cash App Balance: $0.00
●
● Voucher Request
○ One voucher request was submitted in the month of September-Open Voucher
Angela Freeman, Grammateus
Address: P.O. Box 3343, Petersburg, VA
Phone Number: 804-402-0023
Email: BXSGrammateus@gmail.com
● Updates
On September 26, 2024, the Grammateus participated in a financial training session along with undergraduate sorority members. The session focused on fulfilling financial responsibilities within the sorority and provided guidance and support to advisors of local undergraduate chapters. The workshop covered the following topics:
● Chapter Administration
○ Password Management
○ Chapter Administrator Roles
○ National and Regional Updates
○ Financial Roster (Ensure accurate recordkeeping of member dues payment)
● Financial Responsibilities
○ Managing chapter finances, ensuring all dues are paid, and accurately reflecting financial status
● Communication and Reporting
○ Keeping detailed records and ensuring chapter funds are used appropriately and ethically
○ Misappropriation of Funds - Identifying and preventing instances of unauthorized use of chapter funds
○ Understanding the proper use of chapter dues and avoiding personal use
○ The necessity of obtaining the appropriate approval for using funds for specific projects and expenses
● Payment Reporting
○ Electronic payment methods are encouraged, particularly Paypal, due to their reporting capabilities and security features. Cash App is discouraged due to potential security issues.
○ Importance of submitting accurate financial reports and forms to national and regional offices as per the stipulated timelines and guidelines
● Look out for National and Regional Updates
Grammateus Quote of the Month
“Financial Knowledge is the key to unlocking doors of opportunity - let’s learn, grow and succeed together!”
Angela Freeman, Grammateus
Address: P.O. Box 3343, Petersburg, VA
Phone Number: 804-402-0023
Email: BXSGrammateus@gmail.com
Angela Freeman, Grammateus
Address: P.O. Box 3343, Petersburg, VA
Phone Number: 804-402-0023
Email: BXSGrammateus@gmail.com
GRAMMATEUS OFFICE REPORT
OCTOBER 2024
1. Officer or Committee Report Summary.
○ Credential Report
■ There are 34 current financial Sorors (EFF 10/7/24)
○ BXS Graduate Chapter Account Snapshot (EFF 10/7/24)
■ Bank Account Balance: $23,612.08
■ PayPal Balance: $0.00
■ Cash App Balance: 0.00
○ Philo Account Snapshot (EFF 10/7/24)
■ Bank Account Balance: $4,338.68
■ PayPal Balance: $0.00
■ Cash App Balance: $0.00
○ Rhoer Account Snapshot (EFF 10/7/24)
■ Bank Account Balance:$3,322.12
■ PayPal Balance: $0.00
■ Cash App Balance: $0.00
○ Voucher Request
■ September Voucher request still pending
Tips from the Beta Xi Sigma Grammateus
○ Always Provide a Clear Description
■ When submitting payments, clearly state what the payment is for (e.g. Local Membership, National Dues, SPEAR Dues, Regional Dues and Rhoer Dues
Angela Freeman, Grammateus
Address: P.O. Box 3343, Petersburg, VA
Phone Number: 804-402-0023
Email: BXSGrammateus@gmail.com
■ etc.) Avoid vague terms like “Payment” or “Balance Due” This helps us accurately document funds.
○ Include Your Full Name
■ Always use your complete name when making payments. Avoid nicknames or abbreviations to prevent any confusion during record keeping.
○ Note Any Late Fees
■ If you are paying a late fee, make sure to include that detail in the description. This helps the financial team correctly process any extra charges.
○ Keep Track of Payment Deadlines
■ Be aware of deadlines for dues and other payments to avoid late fees. Staying organized ensures that you’re always in good standing
○ Double check Your Payment Amount
■ Before submitting, confirm that you’re paying the correct amount for the item in question, including any applicable fees.
○ Retain Proof of Payment
■ Always save confirmation emails or receipts as proof of payment. This helps resolve any discrepancies that may arise.
○ Ask Questions
■ If you are unsure about payment details or descriptions, don’t hesitate to reach out to the financial team for clarification. We are here to help!
Grammateus Quote of the Month
“Accuracy in every transaction strengthens the foundation of our sisterhood.”
Angela Freeman, Grammateus
Address: P.O. Box 3343, Petersburg, VA
Phone Number: 804-402-0023
Email: BXSGrammateus@gmail.com
