Responsibilities of Each Officer
President
- Plans agendas for business meetings
- Conducts meetings, using parliamentary procedure
- Communicates with and assists Psi Beta faculty advisor regularly
- Appoints committees, assigns tasks, and follows up
- Votes in a tie
- Keeps notebook of agendas, calendar of activities, and deadlines
- Keeps roster of email addresses of all members
- Emails announcements to members on a regular basis
Prepare Agenda in advance and have copies available to all members. Use the agenda, the fixed order of business, as a structure for setting the atmosphere for business. The first impression is the most important. Begin on time and follow the agenda. Enforce the rules of parliamentary procedure consistently and firmly. Be fair and courteous to all. Make decisions without delay, whenever possible.
• Do only one thing at a time.
• Finish each action before introducing something new.
• Be organized, presenting all information in a logical order.
Sample Psi Beta Chapter Meeting Agenda
Date, time and location of meeting
I. Call to order (beginning time)
II. Roll call or sign in sheet for all members present
III. Reading and approval of the minutes of last meeting
IV. Officers’ reports (Treasurer, Vice-President, etc)
V. Committee reports (List committee and chairperson)
VI. Old business or unfinished business (Itemized)
VII. New Business (Itemized)
VIII. Announcements
IX. Adjournment (expected time to end)
Vice-President
• Conducts meetings in president’s absence
• Serves as Program Chair—Chairs one Program Committee or oversees committees appointed for each type of program or event
• Works with committee members to obtain speakers and meeting facilities
• Introduces speakers
• Registers all events on college calendar
• Notifies Publicity Director of all relevant information in ample time for publicity
Sample Program/Activity Organizer
(Date registered on college activities calendar)
Program Title
Committee, committee chair, and sponsor in charge of event
Date of event
Time of Event
Location of event
Anticipated Attendance
Speakers needed
Refreshments needed
Equipment needed
Materials needed
Transportation needed
Total cost and how funded
Paperwork to be filed with administration
Members to set up
Members to clean up
Invitations to be sent
Date publicity to begin
Thank you notes to be sent
Task Person in Charge Deadline Date Completed
Evaluation by officers and sponsors—signed and dated
• Basis used (attendance, revenue, feedback, etc.)
• Recommend repeat program next year
• Recommend not repeat program and why
• Modifications recommended if repeated
Secretary/ Treasurer
• Records and reads minutes at meetings
• Handles correspondence for chapter, including thank you notes to speakers, donors etc…
• Takes roll at meetings
• Keeps copy of membership registration forms in notebook
• Keeps list of all committees and reports in notebook
• Keeps agendas, minutes, roll of members in notebook for next secretary
• Keeps financial records of expenditures and receipts
• Collects and records registration fees, chapter dues
• Balances chapter checkbook regularly, including reconciling with the bank statement or regularly verifies Psi Beta's funds in the school account
• Reports financial status (income, expenses, balance) at business meetings
• Keeps a notebook of records to hand to next treasurer (includes financial transactions, income and expenditures reports, receipts, copies of order forms and registration forms sent to the national office, budgets of past and present years
• Notifies members when chapter needs additional funds for events
Minutes are the official record of all business transacted at a business meeting. They should follow the order of the agenda and include all motions seconded, whether adopted or rejected. When the secretary reads the minutes at the following meeting, the members will vote approval as they stand or will make motions to amend them first. Amendments should be recorded. It is helpful for the secretary to keep the minutes in a loose-leaf notebook (in order) with committee lists, committee reports, attendance records, and the agendas for each meeting.
Sample Worksheet for Psi Beta Meeting Minutes
Type of meeting
Date, Time started, Location
Presiding Officer
Persons present and absent (can attach list)
Approval of previous minutes and any amendments
Important facts from officers’ reports
Committee reports (can attach)
Motions and the results.
Summary of any other actions
I. (Or can list agenda items and actions.)
II.
III.
IV.
V.
VI.
VII.
VIII.
Time meeting adjourned
Date, Time, and Location of next meeting
Signed by the Secretary/Treasurer
Sample Financial Report
Date
Balance in account on date of last report
Income since last report
Registration fees for the National Office
Chapter dues
Supply orders for National Office
Fundraisers
Student Activities Fund
Contributions
Expenses since last report
Registration fees for the National Office
Supply orders to National Office
Refreshments
Scholarship
Contributions to community
Field trip, program, project, conference
Publicity Director
q Places announcements on Psi Beta bulletin board
q Publicizes Psi Beta meetings, events, announcements, award deadlines
q Sends announcements/news releases to college public relations department
q Arranges with college for news media coverage of special programs/events
q Keeps Director of Student Activities informed about Psi Beta activities
q Keeps notebook of all announcements and news releases in chronological order
Sample News Release or Announcement
(Use black type, double space, upper and lower case letters, no superlatives.)
Date of release to news media or to the college Public Relations Office
Sponsor: College Psi Beta Chapter
Faculty Advisor
Contact person (publicity chair), address, phone number
Title of event (Speaker, film, induction ceremony, community service project, etc)
Date of event Time Location
Factual information about event