4.08 Conducting Meetings

Well-planned, regularly scheduled chapter meetings are necessary for maintaining member interest, ensuring regular attendance, and promoting the general welfare of the group. Meetings are held to conduct business or present a specific program, not simply for having a meeting.

The frequency of full chapter meetings is dependent on school time schedules and policies.  Some schools may have designated activity periods, but other schools may not activity periods.  Meetings may need to be held virtually, before school, or after school or special focus events, such as competitive events preparation.

The following is an effective order of business:

1. Call to order
2. Approval of minutes
3. Officers’ reports
   a. Secretary
   b. Treasurer
4. Committee reports
   a. Standing
   b. Special
5. Unfinished business
6. New business
7. Announcements
8. Adjournment

The agenda for the meeting should be developed by the chapter officers working together with the chapter advisers to ensure the chapter’s business is conducted.  If meetings are held virtually, there should also be a meeting agenda developed to carry out the chapter’s plan of work.

Evaluating Meetings

Evaluations of the meetings should be done periodically to provide insight for the officers. The officers may do the evaluation for themselves, or various groups may be asked to evaluate the meetings, such as a Chapter Advisory Council or an ad hoc committee formed for this purpose. Use the evaluation form provided here or create your own.