Bog Meeting Times And Structure

Introduction

The Board of Governors of a chapter should meet at least once each month throughout the academic year. It is the duty of the Resident Council President as secretary of the board to arrange meeting times and locations. Ideally, meeting times and locations should be standardized, to insure optimum participation on the board. For instance, the Zeta Zeta Board of Governors meets on the first Tuesday of each month at 7:30 p.m. in room 3120 of the Student Union Building. Additionally, joint meetings of the House Corporation and Board of Governors should occur on an annual or semi-annual basis. It is also important for the Board of Governors to meet with the entire Resident Council, even on an informal basis, annually. One board member should also attend the regular meetings of the Resident Council, at least once a month.

The Resident Council President serves as the Secretary of the Board of Governors and as such is required to record the minutes of all meetings for submission to the Resident Council, Graduate Council, Domain Director, and National Headquarters. The minutes of the Board of Governors should reflect the status of the chapter in all areas of chapter standards and other pertinent data including attendance. The Board minutes should be mailed or emailed immediately following the meeting and should include an announcement of the next meeting. The Board Chairman should maintain a permanent file of its minutes for future reference.

Board meetings should be run in an organized manner. If needed parliamentary procedure can be used, however, a less formal setting is often effective. The meeting should always follow a set agenda that is finalized and provided to the Governors by the Secretary (Chapter President) at least one week in advance of the meeting.

Meeting

At each meeting, the Board’s agenda will concentrate on the many of the following key areas of chapter operations.

  • Finance
  • Manpower
  • Scholarship
  • Regalia and Ritual
  • Membership Orientation
  • Community Relations
  • Constitution and Bylaws
  • Alumni Relations
  • Insurance and Risk Management
  • House Corporation and Housing Issues

*Specific areas of focus can be found in each Governors section

Topics for Reports

  1. General Overview
    1. Resident Council President’s report
    2. Concerns. Problems, accomplishments
    3. National reports and correspondence
    4. Status of Regalia
    5. New items to be purchased/ items needed
    6. Review of constitution and bylaws, and chapter policy
    7. Campus issues
    8. IFC, Greek Council, Greek Advisor, On Campus philanthropic activity
    9. Campus award applications
    10. Membership conflicts/ disciplinary action by the Resident Council
    11. Election preparation
    12. Convention, Domain Conference, and Academy delegate selection
    13. National award applications
  2. Finance
    1. Review semester/ quarter budget and relines
    2. Review semester/ quarter income summary
    3. Review accounts receivable
    4. Evaluate financial delinquency, probation, suspension, and member payment plans
    5. Have members sign financial agreements/ promissory notes
    6. Review chapters IRS 990
    7. Review all chapter savings and financial records
  3. Insurance and Risk Management
    1. Review chapter’s liability insurance policy and premium
    2. Educational Programming/ Required Seminars
    3. Status of social calendar
    4. Is programming following RM Policy?
  4. Recruitment
    1. Review recruitment plan
    2. Evaluate rush budget for quarter
    3. Evaluate marketing plan
  5. Membership Orientation
    1. Review how are the new Associates doing
    2. Evaluate the MO program
    3. Quiz and National exam results
    4. Alumni involvement with Associate class
    5. Initiation preparation
  6. Scholarship
    1. Evaluate Member and Associate grade point averages
    2. Evaluate officer eligibility
    3. Evaluate chapter cumulative grade point average
    4. Evaluate academic probation and suspension lists
    5. Review scholarship incentives and award opportunities
  7. Alumni Relations
    1. Alumni events planning
    2. Graduate Council status
    3. Graduate Council inductions/ Seniors Banquet
    4. Alumni Newsletter
    5. Brotherhood Loyalty Fund Status
    6. Alumni Recognition (awards, anniversary certificates, etc.)
    7. Historical projects
  8. Housing
    1. Status of maintenance and repairs
    2. Status of acquisition of house
    3. Financial report from House Corporation Officer or representative
    4. Review status of house occupancy
  9. Community and Neighbor Relations
    1. Problems with neighbors
    2. Community service projects planned
    3. Contacts with police or city government

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