Audience: Chapter Presidents, Secretaries, Officers
Purpose: Ensure chapter meetings are efficient, fair, and action-oriented.
Overview
Chapter meetings are where decisions are made, accountability is reinforced, and communication happens. Well-run meetings respect members’ time, promote participation, and move the chapter forward.
Before the Meeting (Preparation)
Strong meetings are decided before they start.
Create and distribute an agenda 24–48 hours in advance
Share any documents or motions ahead of time
Confirm quorum requirements
Assign officer reports in advance (written when possible)
Standard Order of Business
Call to Order
Roll Call / Attendance
Approval of Minutes
Officer Reports
Committee Reports
Unfinished Business
New Business
Announcements
Adjournment
(Adapted as needed for chapter bylaws)
During the Meeting (Execution)
Follow the agenda and time limits
Recognize speakers through the chair
Use parliamentary procedure for motions and votes
Keep discussion focused on decisions and next steps
Chair Tip: Your role is to facilitate, not dominate.
After the Meeting (Follow-Through)
Finalize and distribute minutes promptly
Track and follow up on action items
Prepare carryover items for the next agenda
Common Mistakes to Avoid
No agenda or unclear purpose
Letting discussion drift without decisions
Repeating reports already shared in writing
Failing to document outcomes
📎 Attach:
Sample Chapter Meeting Agenda (PDF / Doc)
Officer Report Template