This is a guide of ideas to provide flexibility to ensure our meeting are efficient & engaging.
Our bylaws state the purpose of the chapter meeting shall be to encourage fellowship among Alpha Delta Kappas; to share in programs related to the ideals and purposes of the organization; to conduct chapter business; and to elect and install officers. Chapters shall hold at least nine (9) meetings during the calendar year. A portion of each meeting shall be devoted to fraternity education with one (1) meeting held in observance of Founders’ Day.
General Best Practices:
Publish the agenda one week + prior to meeting 1. Use of Running Agenda in a shared document 2. Time keeper to stick to designated times of the components of the meeting 3. Including chapter member input for agenda building 4. Utilizing the time together for building connections, engagement, enjoyment, and the mission/vision of Alpha Delta Kappa 5. Ensuring that all voices are included and have a sense of belonging & value to the chapter 6.
Many chapters are using creative ways to complete their business portion of the meeting to ensure more time for the more engaging part of our chapter meetings.
Some options for completing the chapter business more efficiently may include:
1.
Scheduling a portion of the meeting in a “Fishbowl” This is a time for all committees, project workgroups, and or ad hoc groups to gather to complete their mini meetings during the meeting. These groups would break out into various small groups to meet and complete their designated work.
2.
Flipped Agenda–Hold the bulk of your business outside of the time you gather. This helps to have more time for discussion and participation and socialization. Provide a shareable document, method, app to gather ideas or discussion outside of the meeting time. This saves in person meeting time for more directed discussions.
Electronic voting–our bylaws have granted voting to be gathered prior to meeting. 3.
4. Use of ZOOM–meet at a different time before regular meetings to discuss and complete the business of the chapter.
Building Relationships is essential for bonding and connecting with each other. Some options include:
Use of Community Builders 1. Ask a question for roll call 2. Have a greeter for each meeting or event to welcome everyone 3. Mix it up, so the same people don’t sit together all of the time (Use colored index cards, candy bars, etc. to group them.) 4.
Have time to socialize—most meetings have snacks and social time before the meeting 5.
Invite other chapters for meetings either in person or by Zoom. 6. Share leadership possibilities. (Shadow others in their roles.) 7.
Mentor new or returning members to make them feel a sense of belonging. 8.
Use of altruistic projects to help build relationships. 9. Volunteering together outside of meetings (altruistic projects, retired teachers helping active teachers.) 10. Have invitations to outside events in the community, etc. 11. Buddy up with someone to take to an Alpha Delta Kappa event Road Trip. 12.
Meet socially for fun. (This includes the summer months.) 13.
Food is an important component of socialization and comfort. Some options include: Serve refreshments during the meeting to spend more time on business, program, etc.
1. Go to a restaurant to hold a meeting. (It would be good to have a private room.)
2. Go out to dinner before or after the meeting. 3. Not every meeting has to have food—pick a few each year and have a meal or refreshments for special occasions. 4.
Include Fraternity Education in Every Chapter Meeting
Fraternity Education is vital for member retention and chapter growth. It could be a short activity designed to build relationships or a discussion on a timely topic such as explanation of dues.
Keeping meetings short is important too. Look at flexible ways to include Fraternity Education.
A Founders Day Ceremony is traditionally the focus for October meetings. Look at ways to blend tradition with the current biennium.
For other meetings:
•Beginning of meeting (with social time)
- Games – tend to be longer, more engaging
- Relationship building activities
Middle of meeting--quicker activity used to transition from program to business meeting
•During business meeting - discussion of timely topics – explanation of dues, bylaws
•Fraternity Ed as your Program – demonstration of learning –membership ideas
•End of meeting--tend to be removed from meeting (running out of time) So, maybe quizzes that could be filled out during the meeting
Check out the Resource Library on the International Website for a wealth of information and ideas, or use CONNECT to gather ideas from other chapters.
Program Ideas – Think Beyond Lecture/Q & A Format:
Speaker -- with time for Q & A and discussion provides valuable information for members at chapter meetings. Consider other approaches to engaging members, too.
Hands On – Plan a meeting that supports an altruistic project. It could be doing a hands-on project at a food pantry or for another local organization that supports others in your community.
Learn by Doing – Has your chapter participated in STEAM or other trending activities used to engage students in new methods for learning? Reach out to a local educator or children’s museum to lead an activity
Crafting – Not all members may be crafters, but there are multiple ways to engage all members in projects. Plan 2 or 3 projects. Noncrafters could help do set up, basic prep work for projects, gather completed projects to donate to local organizations, or set up a raffle to support altruistic projects.
Healthy Habits – Schedule an instructor to lead a few yoga or tai chi poses that relieve stress or improve balance. Or an exercise instructor to lead a few exercises that are good to do after sitting at a computer or desk for hours.
Field Trip – Visit a museum, an outdoor venue such as an arboretum, or a small farm that grows produce.
Visit a School – Ask a school administrator to demonstrate how the school’s innovative programs and daily school routines are designed to support student success. How might chapter members help support student success and educators, and how could this visit open the door to recruiting new members?
Need a Certificate of Insurance to meet at any of these locations? Or to participate in any of these programs? Contact International Headquarters for this document.
Our bylaws state that chapter executive boards are asked to meet three times a year. A suggestion is to meet in late spring or early summer to begin planning for the next year. Then, meet in the middle of the year to reflect on how things are going. Finally, meet before the end of the year to reflect on the year and complete year-end forms (H114, Financial Summary, reflect on CNA goals, etc) and to begin planning for the next year.
Many chapters are opening up executive board meetings to any sister who is interested. This allows all sisters to have a voice in planning and decisions made. It also exposes sisters to the work of officers and committee chairs so it is not so daunting to offer to serve.
Some options for executive board meetings:
1.
Plan meetings to align with a social outing (coffee, meal, walk, altruistic activity, etc.)
Plan to meet 30-45 minutes prior to a chapter meeting, getting two meetings done in one day. 2. Meet via Zoom to minimize travel time. 3.
Consider having a 15-30 minute Zoom meeting when decisions need to be made, and discussion will be an important part of the process. It is easier to commit to a short meeting with one or two agenda items than a full board meeting. For instance, if a membership campaign is announced, pull the executive board together to discuss versus waiting for the next scheduled meeting. 4.
If the executive board needs to vote on something and there is not a lot of discussion needed, an electronic vote could take place versus calling a meeting. 5.
