The Meeting Will Come to Order

By Shannon Lorenzo -Rivero, TN Chi and Betty Sherrod, VA Gamma Omicron

Without a doubt, the most difficult task before a chapter president is planning the meeting programs. It can also be the most fun.

There is no perfect way to plan a meeting. KAPPAN staff members asked chapters for the method they use.

AZ Mu calls a meeting for all members in June to give their meeting ideas. Large sheets of paper for world understanding, altruism and professional development are posted and members are asked to write their suggestions under the proper heading. Members then choose three ideas from each category. The members whose ideas are chosen decide on the month, time, location and hostess.

The planning committee for TN Epsilon also meets in June to decide on programs and meeting locations. Officers and committee chairmen hear suggestions for topics, speakers and locations sent by members.

The president-elect for TN Alpha Theta plans all the meetings. Several chapters turn the program responsibility over to the meeting hostess while others ask for volunteers.

Emily Castillo and Lauren Balint of VA Gamma Chi say their chapter plans include world understanding, altruism and professional or personal development.

Suggested Programs

Paula O’Neill, TX Beta, offered some ideas for chapter programs. She suggested inviting a member to speak on organic gardening with a video of the speaker’s garden or a visit to the garden. Among her other ideas were inviting a Yoga instructor to lead exercises, working on an altruistic project or holding a joint meeting with another chapter.

Margot Bologna, VA Gamma Omicron, recommends inviting the director of the local food bank and collecting non-perishable foods as the altruistic project for the meeting.

A program on Diversity and Inclusion with a speaker or a book discussion was an idea put forth by Linda Warren, VA Alpha. Another idea for a World Understanding program is to have each member share a country she would like to visit and why. With many chapters holding hybrid meetings, there are opportunities to hold joint meetings with chapters in other states and nations. Zoom can bring speakers from almost anywhere to meetings.

Showing videos of the presentations at the International Convention Educational Symposium Learning Sessions is another very good program idea. The symposium and the convention sessions were recorded and are available through the website

What Should And Should Not Go Into Meeting Minutes

The minutes of a meeting are the written record of the official proceedings of a meeting. Their purpose is to document the group’s adherence to procedure and the bylaws of the organization. The minutes document what was done and not what was said. Minutes need to follow the agenda. Minutes must include: names of those in attendance, time of starting and ending of meeting, name of presiding officer, location and date, reports and acceptance of reports and old and new business and motions made. They should not include the meeting program, description of the food or decor, personal information, quotes or opinions.

“Your abundance is not measured by what you have, it is created by what you share.” 
 ~ Heidi Catherine Culbertson, Wisdom and Recipes

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