Manage Your Chapter
Chapter Meetings

Meeting Management Instructions

Following are a few tips for conducting effective chapter meetings.

President Responsibilities

• Be available to preside over the meeting. If not, then the Vice-President and Counselor should be notified as soon as possible so that the meeting can proceed smoothly.
• Use Robert’s Rules of Order to maintain efficiency during the meeting.
• Be knowledgeable about the Constitution & Bylaws of the Society and the chapter bylaws, especially with regard to chapter management.
• Review Robert’s Rules of Order with chapter members so that they have an understanding of meeting etiquette.
• Establish meeting etiquette and communicate what is appropriate to members in a nonabrasive manner.
• Coordinate meeting times with the Vice President and Program Committee if the meeting will be held in conjunction with a special event.
• Include an open discussion or feedback time at the end of the meeting so that members may ask additional questions.
• Determine an approximate timeframe.
  • Most meetings last an hour. Some meetings are longer when held in conjunction with another function or if the chapter meets only once during the semester and the agenda is long.
  • Ideally, meetings should last no more than 1.5 to 2 hours if held in conjunction with another function. Otherwise, plan a second meeting.

Vice-President Responsibilities

• After the year’s activities have been finalized by the Executive Committee, plan and distribute a chapter calendar during the first meeting at the beginning of the school year.
• Be knowledgeable about the Constitution & Bylaws of the Society and the chapter bylaws, especially with regard to chapter management.
• Be knowledgeable about Robert’s Rules of Order to maintain efficiency during the meeting.
• Be confident enough in chapter management and programming to preside over the meeting in the President’s absence.
• As Chair of the Program Committee, provide updates and reminders about upcoming chapter activities and events.

Secretary Responsibilities

• Be knowledgeable about how to record effective chapter minutes.
• Record the most pertinent information from each meeting and distribute it in an e-mail to the chapter members within one week after each meeting.
• If there will be a guest speaker or workshop during the meeting, include that information in the meeting notification.
• Compose the agenda and have printed copies ready for the meeting when members arrive.
• Send meeting e-mail notifications to chapter members at least 14 days in advance of the meeting.
• Send an e-mail inviting members to suggest topics for the meeting agenda.
• If there is a pending vote, such as for the bylaws or an election, include that information in the meeting notification.
• Include an open discussion or feedback time at the end of the meeting so that members may ask additional questions.

Additional Officer/Committee Responsibilities

• Meet prior to the meeting in order to provide a short progress report on current initiatives.
• Congregate for a few minutes after the meeting to mingle and address members.

Membership Chair/Membership Committee Responsibilities

• Highlight a specific aspect of KDP’s international initiatives, such as membership benefits; individual scholarships; chapter grants; teacher resources; publications; or conferences. You may use your own flyers, brochures, or other marketing promotions, or materials available from KDP Headquarters.
• Greet members as they enter the meeting to make them feel welcomed.
• Answer questions that members may have regarding benefits.

Foundation Representative/Fund-raising Committee Responsibilities

• Showcase KDP and chapter spirit while creating a mini-fund-raiser by selling KDP merchandise at the meeting. Refer to www.kdpstore.org for available items.
• Highlight upcoming scholarships and grants and encourage members to apply. Refer to the Educational Foundation section of the Web site for more information.

Counselor/Associate Counselor Responsibilities

• Serve as advisors, if needed, during the meeting.
• Assist the President in maintaining order in the event of conflict during the meeting.
• Train and assist the President in clarifying Robert’s Rules of Order and other parliamentary procedures.
• Ensure that a clear agenda has been determined and ample notification of the meeting has been given to the general membership and committees.