Recording Secretary Participant Workbook Facilitators: Colin Treanor (UConn 2014) Jake Lueck (Kansas 2017)

Transcription

1 The Fraternity f Phi Gamma Delta Internatinal Headquarters P. O. Bx Red Mile Rad Lexingtn, KY Recrding Secretary Participant Wrkbk Facilitatrs: Clin Treanr (UCnn 2014) ctreanr@phigam.rg Jake Lueck (Kansas 2017) jlueck@phigam.rg

2 Agenda Saturday, January 6, :30 am 9:50 am Opening Sessin 10:00 am 10:20 am Overview f Recrding Secretary Respnsibilities 10:20 am 10:40 am Review f Chapter/Clny Bylaws 10:40 am 11:00 am Chapter/Clny Organizatin: Minutes, Agendas, and Cmmittees 11:00 am 11:20 am Technlgy t Keep Yur Chapter/Clny Organized 11:20 am 11:50 pm Brtherhd Accuntability: Utilizing Judicial Bard Effectively 11:50 pm 12:15 pm Yur Rle as Parliamentarian: Utilizing Rbert s Rules f Order 12:15 pm - 12:30 pm Grup Feedback and Best Practices 12:30 pm 1:50pm Recgnitin Lunchen 2018 Fiji Academy 2

3 1) Fcus n the Mst Imprtant. Fur Disciplines f Executin 2) Act n Lead and nt lag Measures. 3) Keep an Engaging Screbard 4) Create a Space fr Accuntability Fiji Academy 3

4 Recrding Secretary Respnsibilities: Nuts and Blts Yu are the INTERNAL COMMUNICATION facilitatr. The means and efficiency f cmmunicatins within the chapter shuld be yur tp pririty. This cmmunicatin shuld happen daily and nt just in yur chapter meetings. 1. Recrd is the rt wrd describing yur psitin; take detailed minutes. These will be the best recrd the chapter has f business during the year. Include a sentence abut the tne f the chapter meeting. Yu are the wner f the minutes, be prud f yur wrk. 2. Yu are the key t ur internal cmmunicatins and dcumentatin. a. Try an in-chapter newsletter r the use f bulletin bards fr cmmunicatin. b. Cmmunicate with ther fficers and cmmittee chairmen t update the chapter calendar. 3. Be an authrity n and custdian f the Cnstitutin and Bylaws f the Fraternity. Knw and regularly update the Chapter Bylaws. Prepare all amendments t the Bylaws fr chapter apprval. 4. Read a different Chapter Bylaw each week during meeting s brthers will becme mre familiar with the chapter rules. 5. Knw Rbert s Rules f Order and hw t use them during all meetings. Teach brthers and pledges hw t use them effectively in rder t make meetings mre rderly. a. Yu are the parliamentarian; meeting efficiency and business are dictated by the skill with which yu perfrm yur duties. b. Wrk with the President t set a time limit fr meetings. 6. Attend and receive minutes frm the BCA, Huse Crpratin and graduate chapter meetings. Present a summary t the chapter. 7. Read the last meeting s minutes during yur reprt in chapter. 8. Take attendance at chapter meetings. Verify and update the Chapter s Bylaws n meeting attendance. 9. Type, pst and distribute t the members the established gals and expectatins frm the chapter retreat. Recrd and distribute the same infrmatin frm the Cabinet retreat. 10. Prepare an agenda fr each cabinet and chapter meeting. Have ne cpy psted n the chapter s cmmunicatin bard. This shuld be psted away frm guests Fiji Academy 4

5 Fur Disciplines f Executin Example 1: 1) Fcus n the Mst Imprtant. Running an effective Judicial Bard. 2) Act n Lead and nt Lag measures Lead - Defining the rle f the judicial bard and what cnstitutes getting there. Lag - The result f the trial. 3) Keep an Engaging Screbard. Utilize a Judicial Bard t elevate accuntability and develp a chesive brtherhd. 4) Create a Space fr Accuntability. Hld Judicial Bard meetings every week Fiji Academy 5

6 Phi Gamma Delta Alpha Alpha Chapter Meeting Minutes Date: Time Started: Head f Meeting: Lcatin: Time Ended: Secretary: I. Rll Call All f the fllwing chapter members are present: See attendance sheet. II. Reading f the Minutes f Last Meeting Read highlights f last week s minutes. III. Excuses fr Absence (List f brthers and their excuses) IV. Reprts f Chapter Officers A. Histrian: B. Crrespnding Secretary: C. Recrding Secretary: D. Treasurer: E. President: V. Reprts f Cmmittee A. Recruitment: B. Pledge Educatin: C. Schlarship: D. Scial: E. Risk Management: F. Brtherhd: G. Cmmunity Service: H. Philanthrpy: I. Intramurals/Invlvement: J. Graduate Relatins: K. Pig Dinner: L. Finance/Fundraising: M. Huse Manager: N. Awards: VI. VII. VIII. Unfinished Business New Business Infrmatin Fr The Gd Of The Order 2018 Fiji Academy 6

7 Fur Discipline f Executin Example 2 1) Fcus n the Mst Imprtant. Have pen cmmunicatin with yur chapter, cabinet, and graduate brthers. 2) Act n Lead and nt Lag Measures. Lead Identify the best methd fr cmmunicatin. Lag Brthers all review the minutes each week. 3) Keeping an Engaging Screbard. Brthers feel mre wnership when they knw what is ging n. 4) Create a space fr Accuntability During meetings, Brthers knw what is ging n and every vice is being heard Fiji Academy 7

8 Alpha Alpha Chapter f Phi Gamma Delta Weekly Meeting Agenda Date: / / Time: : Call t Order (President) I nw call this meeting t rder at [SAY TIME]. Brther [HISTORIAN S LAST NAME], wuld yu please lead the Chapter in the singing f the Dxlgy. Dxlgy After the singing f the Dxlgy, the President shuld say Brther [RECORDING SECRETARY], wuld yu please call the rll f the Chapter. Rll f the Clny (Recrding Secretary) Read each man s full name (First and Last) and ask fr a respnse. Excuses fr Absences (Recrding Secretary) Any man that submitted an excuse fr absence, nw is the time t share. If smene has nt submitted an excuse, simply reprt them as having n reasn fr absence submitted. Cabinet Reprts Each Cabinet fficer (in reverse senirity rder) can ffer his fficer s reprt. After the reprt, the President may allw questins, althugh this is nt necessarily a time fr questining. Cmmittee Reprts Each cmmittee chairman shuld be called upn t ffer his reprt. Again, the President may allw fr questins, althugh this is nt necessarily a time fr questining. This is a time fr reprts. Old Business The President shuld ask the Recrding Secretary if there is any ld business n the table frm the previus meeting. New Business Typically, any business being prpsed shuld be sent t the President r Recrding Secretary ahead f time s that it appears n the agenda. Fraternity Infrmatin Any infrmatinal annuncements can be shared here. Remarks and Criticisms In rder f senirity, brthers can share remarks (psitives) and criticisms (negatives) fr the gd f the Fraternity. After he shares what he wants t share, the brther will end by saying I am prud t be a FIJI/Phi Gam (t be), and sit dwn Fiji Academy 8

9 Fur Disciplines f Executin Example 3 1) Fcus n the Mst Imprtant. Running a chapter meeting in an hur. 2) Act n Lead and nt Lag measures. Lead Everyne understands Rbert s Rules f Order t maintain rder in the meeting. Lag Chapter meeting being run in under an hur. 3) Keeping an Engaging Screbard. Brthers have mre time fr ther activities if chapter meetings are an hur. 4) Create a Space fr Accuntability. What questins are being ask. Hw are these being tackled in a cabinet meeting and in a chapter meeting Fiji Academy 9

10 Cmmittee Chairmen Selectin and Review Cmmittee members are the empwered brthers that will be enacting the Chapter Officer s visin; therefre, each chairman and member deserves much attentin, guidance and cnsideratin. Take time t cnsider each candidate, even if he never expressed interest in the psitin. Put the right peple in the right psitins s that yu all d nt have t micrmanage the cmmittees. Cmmittee Structure The cmmittee structure is a vital cmpnent t the infrastructure f ur rganizatin, bth fr Phi Gamma Delta and the chapter. Belw is a sample list f the cmmittees that each fficer versees. The Chapter President is a de fact member f each cmmittee. Recmmended Cmmittee Structure 2018 Fiji Academy 10

11 Fur Disciplines f Executin Example 4 1) Fcus n the Mst Imprtant. Identify updates t make t the bylaws. 2) Act n Lead and nt Lag Measures. Lead Recrding Secretary reads and knws the bylaws. Lag The bylaws are updated. 3) Keeping an Engaging Screbard. Give the ther chapter members mre f a vice in decisin making. 4) Create a Space fr Accuntability. Have a Bylaws Cmmittee Fiji Academy 11

12 Cmmittee Chairman s Cntract Please read the list f requirements that the Cabinet believes is f necessity fr a cmmittee chairman t accmplish t fulfill his minimal duty f his respective chairmanship. Please put a checkmark next t the items that yu prmise t accmplish as a cmmittee chairman. 1) Attend a transitin meeting with yur predecessr 2) Recruit a cmmittee f brthers t assist yu 3) Schedule cmmittee meetings at least nce a mnth 4) Reprt t yur verseeing fficer at least nce a mnth 5) Submit yur cmmittee reprt befre the weekly meeting 6) Create a set f gals and plans t reach them 7) Pst all yur planned event dates t the Chapter calendar 8) Agree upn a budget fr yur cmmittee with the Treasurer 9) Reprt expenses t the Treasurer and keep an accurate recrd 10) Cnduct a transitin meeting with yur successr I understand that I am accuntable t the Cabinet and the Chapter fr the abve items that I have checked. Name: Date: 2018 Fiji Academy 12

13 Guide t Disciplining Brthers MEMORANDUM T: Frm: Subject: Undergraduate Chapter & Clny Officers Purple Leginnaires Graduate Trustees Bill Martin, Executive Directr Using Fraternity Laws in the Discipline f Brthers This memrandum shuld be a helpful guide t Chapter Officers r graduate trustees wh must discipline Phi Gamma Delta brthers. Several basic questins, applied t the Fraternity Bylaws, will lead yu thrugh this prcess. What is the brther's ffense? What fraternity law did he vilate? Sectins 25.0 thrugh utline the Offenses f Members r pledges which warrant disciplinary actin. Sectins 25.2 and 25.5 describe the mst cmmn ffenses. Chapter bylaws may include additinal ffenses. What is the apprpriate penalty fr this ffense? Each Sectin which describes an ffense als utlines the apprpriate penalty r range f penalties fr cmmitting that ffense. Where are the varius penalties described? See Sectins thrugh Wh has the authrity t impse each particular penalty? 1. Expulsin (first degree): The Archns r the Ekklesia. 2. Suspensin with recmmendatin fr expulsin (secnd degree): The chapter r graduate trustees. After trial and decisin t impse this penalty, a recmmendatin, alng with all dcumentatin, is t be sent t the Archns fr cnsideratin f expulsin. 3. Suspensin (third degree): The chapter r graduate trustees. The decisin must be apprved by the Archns. 4. Denial f chapter privileges (furth degree): The chapter, the chapter fficers (see Sectin 26.10), r graduate trustees. This penalty is, in effect, the same as what sme peple call "graduate status." 5. Remval frm ffice (fifth degree): The chapter, the chapter fficers, r graduate trustees. 6. Fine (sixth degree): The chapter, the chapter fficers, r graduate trustees. 7. Mnetary penalty f 10% r less n balance due (seventh degree): The chapter, the chapter fficers, r graduate trustees. 8. Revcatin f pledgeship: Pledgeship terminated if pledge vilates Bylaws Fiji Academy 13

14 What prcedures shuld be fllwed in the discipline f brthers? If the expected penalty, assuming the brther is fund guilty, is suspensin with recmmendatin fr expulsin r suspensin, the trial prcedures t be fllwed are utlined in Sectins 26.0 thrugh 26.5; Sectins and 26.41; and Sectin Trial frms t guide the chapter thrugh the trial are available frm the Headquarters and in the Brthers Only sectin f 1. Trial f member by chapter (any ffense). Qurum is 2/3 f chapter (witnesses, cunsel, defendant, judge, cmplainant excluded) (26.0, 26.2). 3/4 vte f members at trial, by secret ballt, fr guilt r inncence and fr sentence (26.0, 26.3). Graduate member selected as judge (26.1) decides admissin f evidence, cmpetence f witnesses makes recrd f prceedings and evidence and files with Archn Secretary Serve written cmplaint by certified mail r persnal delivery at least 15 days befre trial (28.0). dcument persnal delivery direct defendant t file an answer. Chapter presents case thrugh witnesses. Accused member presents defense thrugh self r witnesses. If sentence is suspensin, with r withut recmmendatin fr expulsin, reprt t Archn Secretary and prvide dcumentatin f trial within 60 days (26.40, 26.41). 2. Trials fr infractins subject t lesser penalty than suspensin may be cnducted by Chapter fficers. (Sectin 26.10) Fllw prcedures set frth abve. 3. Trial fr financial delinquency (Sectin 26.5) Serve written cmplaint by mail r persnally at least 10 days befre trial. Majrity f members is qurum. Can be cnducted at regular r special meeting. Allw accused member t present a defense. President keeps summary recrd f prceedings. 3/4 vte f members at trial fr guilt r inncence and fr sentence. Maximum penalty is suspensin f privileges Fiji Academy 14

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