Duties

of the

Chapter Keeper of Records and Seal

Receive funds and Receive funds and write receipts for write receipts for International, District, International, District, and/or local duesand/or local dues from from all chapter members.all chapter members.

As soon as possible As soon as possible before November 1. before November 1.

Receive funds and Receive funds and write receipts for all write receipts for all other monies paid to other monies paid to the chapter. the chapter.

Whenever it is Whenever it is necessary. necessary.

Deliver all monies Deliver all monies received to the Chapter received to the Chapter Keeper of Finance. Keeper of Finance.

Three to five days Three to five days after initial collection. after initial collection.

Remit International Dues Remit International Dues of of $100.00$100.00 per per graduate member or graduate member or $65.00$65.00 per per undergraduate member undergraduate member to the International to the International Headquarters using the Headquarters using the Lock Box Form LB001.Lock Box Form LB001.

November 1. November 1.

Dues submitted after Dues submitted after December 31, must December 31, must be accompanied by be accompanied by a a $5.00$5.00 per brother per brother late fee. late fee.

A reinstatement fee of A reinstatement fee of $3.00$3.00 is required if a is required if a brother was un-financial brother was un-financial during the previous during the previous fraternity year. fraternity year.

Submit with dues Submit with dues payment.payment.

Funds submitted to the Funds submitted to the Sixth District Office Sixth District Office MUST be accompanied MUST be accompanied by a completed by a completed Form 6DRF.

Each time funds are Each time funds are submitted.submitted.

Remit Remit District DuesDistrict Dues of of $30.00$30.00 per per graduate member or graduate member or $15.00$15.00 per per undergraduate undergraduate member to the District member to the District Office. Office.

District dues are due District dues are due by the Second Council by the Second Council Meeting. Meeting.

Dues submitted Dues submitted after December 31 after December 31 must be must be accompanied by a accompanied by a $5.00 per brother $5.00 per brother late fee.late fee.

Graduate Chapters Graduate Chapters should submit should submit $200.00$200.00 for the for the Talent Hunt Talent Hunt AssessmentAssessment. .

By the Second Council By the Second Council Meeting. Meeting.

Graduate Chapters Graduate Chapters should submit should submit $75.00$75.00 for the for the Undergraduate Undergraduate AssessmentAssessment. .

By the Second Council By the Second Council Meeting. Meeting.

Submit Submit FORM 50FORM 50 to the to the

International Headquarters. International Headquarters. As soon as new As soon as new officers are officers are elected.elected.

Submit Submit FORM 53FORM 53 to the to the

International Headquarters.International Headquarters.

Submit Submit FORM 6DFMD FORM 6DFMD to to the Sixth District Office.the Sixth District Office.

Each time dues are Each time dues are submitted. submitted.

Remit Remit UNCF/CEFUNCF/CEF assessment to assessment to the International Headquarters the International Headquarters using theusing the Lock Box Form Lock Box Form LB001LB001..

Note:Note: Amount to be remitted is Amount to be remitted is $100.00$100.00 per ten (10) financial per ten (10) financial brothers or any part thereof. Be brothers or any part thereof. Be sure to note the year for which sure to note the year for which the assessment is being remitted. the assessment is being remitted.

Maintain accurate records on such Maintain accurate records on such remittance in the chapter files. remittance in the chapter files.

November 1.November 1.

Record minutes of all chapterRecord minutes of all chapter

meetings; maintain accurate files meetings; maintain accurate files of all chapter business, such as of all chapter business, such as minutes, contracts, financial minutes, contracts, financial records, correspondence, etc. records, correspondence, etc.

At all times.At all times.

Sign and record all written orders Sign and record all written orders from the Basileus for the from the Basileus for the disbursement of chapter funds disbursement of chapter funds and forward the same to the and forward the same to the Keeper of Finance. Keeper of Finance.

At all times.At all times.

Assist the chapter in developing Assist the chapter in developing its its Achievement Week Achievement Week Program.Program.

During the During the month of month of November. November.

Assist the chapter in conducting Assist the chapter in conducting the annual the annual Memorial Service.Memorial Service.

On or about On or about March 12. March 12.

Submit the chapter’s Submit the chapter’s Quarterly ReportQuarterly Report to the to the District Representative. District Representative.

Fourteen (14) days Fourteen (14) days prior to each District prior to each District Council Meeting.Council Meeting.

Submit the names of Submit the names of Chapter Delegates to the Chapter Delegates to the Sixth District Office.Sixth District Office.

Submit signed copies of Submit signed copies of Form 6DCForm 6DC Voting Voting Delegate Credential Delegate Credential FormForm prior to the Annual prior to the Annual Meeting.Meeting.

Thirty (30) days prior Thirty (30) days prior to the First Councilto the First Council

Meeting.Meeting.

As soon as delegates As soon as delegates are determined andare determined and

Annual MeetingAnnual Meeting

Registration Registration materialsmaterials

are received. are received.

Remit chapter’s Annual Remit chapter’s Annual Liability Insurance Liability Insurance Premium of Premium of $500.00$500.00 using theusing the Lock Box Lock Box Form LB001.Form LB001.

The annual premium The annual premium is due November 1, of is due November 1, of each year. each year.

Submit Submit Form 1 Form 1 toto alert the alert the District Representative that District Representative that the chapter has voted to the chapter has voted to have a membership have a membership selection process. selection process.

Whenever Whenever membership membership selection is selection is requested. requested.

Submit FORM 105Submit FORM 105 and and

supporting documentation to supporting documentation to the District Representative the District Representative when potential candidates when potential candidates are identified for are identified for membership. membership.

When candidates When candidates have been have been identified. identified.

Assist the chapter in Assist the chapter in developing other developing other International, District, International, District, and local chapter and local chapter projects and programs. projects and programs.

When required When required and announced. and announced.

Assist members who wish Assist members who wish to transfer to another to transfer to another chapter in executing chapter in executing Form 35Form 35. .

When requested. When requested.

Maintain sufficient copies of Maintain sufficient copies of the Fraternity’s Ritual, the Fraternity’s Ritual, Constitution and By-Laws, Constitution and By-Laws, and other general forms and other general forms necessary to correspond necessary to correspond with the International Office with the International Office

At all times. At all times.

Notify the Grand Keeper of Notify the Grand Keeper of Records & Seal through the Records & Seal through the International Headquarters International Headquarters and the District Keeper of and the District Keeper of Records and Seal of the Records and Seal of the death of a member. death of a member.

Immediately Immediately upon the death upon the death of a member. of a member.

Pass on files, forms, and Pass on files, forms, and all relevant information to all relevant information to the succeeding Keeper of the succeeding Keeper of Records and Seal. Records and Seal.

Whenever leaving Whenever leaving office. office.