Attachment H
Chapter (Fraternity) Meetings Official Protocol and Procedures Purpose of Official Chapter Meeting Effective chapter meetings are essential to having a productive chapter. An effective chapter meeting depends on 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 ensure 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 officer of the Alpha University is responsible for monitoring and updating these procedures. Materials/personnel/logistics needed for official chapter meeting • Robert’s Rules of Order • An agenda; make a copy for each member General protocol for official chapter meeting • Type of ceremony ~ private • Attire ~ Alpha attire Suggestions for having a smooth, coordinated ceremony: 1. Establish regular meeting date, time, and place. 2. Conduct executive committee meeting prior to regular meeting. 3. Have an agenda; make a copy for each member. 4. Be punctual. 5. Set and establish length for meeting (1 to 1-1/2 hour). 6. Use parliamentary procedure. 7. Be sure to have quorum before starting the meeting. 8. Make committee chairs aware of expected reports. 9. Request that committee reports be submitted in written form. 10. Respect the rights of all members. 11. Be fair. 12. Have appropriate documents available: constitutions and by-laws, university guidelines for student organizations, and so forth. 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).
PROTOCOL & ETIQUETTE MANUAL
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