• Agendas ¹
  • Instructions for Chapter Polemarchs

• Committees ²
  • Instructions for Chapter Officers and Committee Chairmen
  • Guide Right

• Finances ³

• Minutes ⁴

• Reports From Province ⁵
  • Finances (Receipts, Etc.)
  • Membership (Membership Reports)

• Reports To Province ⁶
  • Credentials Listing Form
  • Officer Reports

1. The "Agendas" folder is primarily designed for use by the Chapter Polemarch. A sample chapter agenda has been included in the folder in the "Instructions for Chapter Polemarchs" text file. While several agenda items are "required" for EVERY chapter, your chapter's additional agenda items will differ from that of other chapters based on the program and seasonal focus that may be unique to your chapter.

2. "Committees" is a folder that awaits your customization. "Guide Right" is the only sub-folder that has automatically been included in your "Committees" folder, because EVERY chapter is "required" to have a Guide Right program. You should create a new sub-folder for every other committee of your chapter.

3. The "Finances" folder is provided for use by the Chapter Keeper of Exchequer. Monthly and annual finance reports should be uploaded into this folder. You may choose to create new sub-folders for each fiscal year.

4. "Minutes" should be self-explanatory. The Chapter Keeper of Records should upload all chapter minutes into this folder. Sub-folders may be created to isolate minutes of the chapter's Board of Directors from those of the regular monthly meetings.

5. The province will be responsible for uploading files into the "Reports From Province" folder. Currently, that folder includes two sub-folders. There is a "Finances" sub-folder in which may be found a report of all income received from your chapter during this fiscal year, and printable receipts for each of those income items. There is also a "Membership" sub-folder in which there is a report of your chapter's membership as of April 29, 2003. You have already been apprised about the use of that report in a prior news item which dealt with the eligibility of your members for the purposes of your annual election of officers this month.

6. The "Reports To Province" folder will assist your chapter, the province, and our International Headquarters by using this technology to expedite the submission of reports from your chapter, as well as using this feature to facilitate archival and retrieval of such things as your chapter's annual Officer Report, Certification Documentation, Program Documentation, etc. No longer will any administrative level of our fraternity have to "search" through stacks of printed material to locate your chapter's reports. Currently, the folder contains two sub-folders wherein we have placed digitized copies of your chapter's "76th Grand Chapter Credentials Listing Form" and last year's "Officer Report" form. Soon after the induction of your new officers in June, THIS is the sub-folder into which you may upload a digitized copy of your "Officer Report."

When you have grown more accustomed to using these free services, we hope that you will give us ideas for improving upon the base of operations of the "Yahoo!Groups" features. By sharing your expertise, all chapters in our province may benefit. Should you have any questions, or if I may be of any assistance, please feel free to contact me at your leisure at KeeperOfRecords@KAPsiMWP.com.

Yours in the Bond,

Charles Wesley "Ceedy" Morgan, III
Keeper of Records and Exchequer
Middle Western Province