Attachment H ~ Chapter (Fraternity) Meetings Official Protocol and Procedures
PURPOSE OFFICIAL CHAPTER MEETING
Effective chapter meetings are essential to having a productive chapter. An effective chapter meeting is dependent upon how well members utilize parliamentary procedure. Regular use of parliamentary procedures within the chapter helps members in other organized settings – work related situations, community-based groups, professional organizations, or politics.
The official chapter meeting of Alpha Phi Alpha Fraternity, Inc. is designed to officially conduct the business of Alpha in any college or alumni chapter.
This meeting is always a private meeting. The Chapter President and Sergeant-At-Arms must assure that the “House is Secure” before conducting any business. NO non-Alphas can be present in the room while the business of Alpha is being conducted to include wait staff and invited guest.
GROUP RESPONSIBLE FOR UPDATING OFFICIAL CHAPTER MEETING PROCEDURES
The Chief Learning Of icer of the Alpha University is responsible for monitoring and updating these procedures.
MATERIALS/PERSONNEL/LOGISTICS NEEDED FOR OFFICIAL CHAPTER MEETING
Robert Rules of Order An agenda; make a copy for each member
GENERAL PROTOCOL FOR OFFICIAL CHAPTER MEETING Type of Ceremony ~ Private Attire ~ Alpha Attire S u g g e s t i o n s f o r h a v i n g a s m o o t h , c o o r d i n a t e d c e r e m o n y . Establish regular meeting date, time, and place Conduct Executive Committee meeting prior to regular meeting Have an agenda; make a copy for each member Be punctual Set an establish length for meeting (1 to 1-1/2 hour). Use parliamentary procedure Be sure to have quorum before starting the meeting Make committee chairs aware of expected reports Requests that committee reports be submitted in written form 1. 2. 3. 4. 5. 6. 7. 8. 9.
Respect the rights of all members
Have appropriate documents available: constitutions and by-laws; university guidelines for
student organizations; etc. 13. End meetings on time
CEREMONY FOR OFFICIAL CHAPTER MEETING (Please refer to the Alpha University Chapter and Officer Development Guide ( http://www.alphaphialpha.net/Page.php?id=134 ).
15th Draft 9/18/07