WHY HAVE PHI BETA LAMBDA?
Phi Beta Lambda activities can be of value to all business students and to all students interested in business careers. Participation in civic projects as well as personal experiences related to business and the profession can stimulate interest and the self-motivation needed for students to succeed in college and beyond.
RESPONSIBILITIES OF LOCAL CHAPTER OFFICERS
It is important for the growth of each chapter to have a well qualified and dependable group of officers. With capable officers, the business of the chapter will be conducted in the proper parliamentary fashion. An effective program of work which includes all members will be maintained, records and minutes will be up-to-date and complete, good publicity will be forthcoming, and all members will grow professionally.
Every consideration should be given by the membership to the election of officers. It is a mistake to look only for the most popular members. Qualifications for the position to which the individual will be elected should be the prime consideration. Do not expect every officer to be familiar with his/her duties and responsibilities just as soon as he/she is elected, however, a person should be chosen who is willing to work hard to prepare him/herself to perform the duties of the office well. All chapter members should have a general understanding of the duties and responsibilities of each office as well as a knowledge of the qualities of leadership.
A leader is one who can communicate ideas and feelings and yet is willing to listen and understand the need for democratic procedures. A leader respects the rights, abilities, and dignity of every member. A leader is able to inspire confidence and convey enthusiasm. He/she should have the courage of his/her convictions, but be open-minded. A leader is vitally interested in everything that concerns the chapter and the community and is willing to put the good of the chapter before his/her personal desires.
Each officer should be familiar with the chapter constitution and bylaws and with the annual program of work. He/she should own or have ready access to a Phi Beta Lambda Handbook, both state and national, know his/her part in all ceremonies, and be familiar with parliamentary procedure. Each officer should, of course, cooperate with other officers and members at all times. Some chapters may choose to elect a new slate of officers each semester to allow maximum leadership development.
SUGGESTED OFFICERS AND DUTIES
Presides over and conducts meetings according to accepted parliamentary procedure; keeps members on the subject and the discussion within a time limit; appoints committees and serves as ex-officio member; represents the chapter at special school events and other campus and civic organizations; coordinates chapter activities by keeping in close touch with the other officers, the membership, and the adviser; keeps chapter work moving in a satisfactory manner by following up on progress being made on all activities; and calls special meetings as needed.
The presiding officer should:
1. Begin the meeting on time. (Members are more likely to be there if they know the meeting will begin at the specified time.)
2. Be sure a quorum is present before beginning the business portion of the meeting.
3. Always keep the meeting under control. Insure that everyone gets the chance to speak before anyone can speak twice; chair should maintain decorum and courtesy during debate.
4. Conduct the meeting according to parliamentary law.
5. Refer to himself/herself as "the Chair."
6. Be impartial at all times.
7. Always stand when presenting business or directing the group in action. It is permissible to sit down while business is being transacted or matters are under discussion on the floor.
8. Have the vice president take over the chair when the president enters the debate. (If the presiding officer wants to make or discuss a motion personally, and occasionally this may be necessary, he/she must leave the chair and do so from the floor. Only information, not opinions, may be given while in the chair.)
9. Always remember that when he/she leaves the chair, the meeting must be turned over to the vice president or another designated person.
10. Allow a member to suspend the regular order of business only by a formal motion which is carried by a two-thirds vote.
11. Recognize any member who wishes to speak.
12. Not permit discussion until a motion is made, seconded, and stated by the chair.
13. Sit down after granting the floor to a member and remain seated while the member discusses the question.
14. State motions clearly, and before taking a vote, be sure that all understand the question.
15. Announce the result of the vote.
16. Vote only when his/her vote will change the outcome of the vote. A tie is a failing vote, so the chair would vote only if he/she were going to vote yes and change that outcome. If a motion passed by one vote, the chair could vote no, creating a tie and causing the vote to fail.
17. Require all remarks to be addressed to the chair. (Don't permit members to discuss the question among themselves or address questions or remarks to each other.)
18. Permit the vice president, or maker of the motion, to put a question to a vote if the question concerns the president alone.
19. Close the meeting in a timely manner.
Assists the president in the discharge of his/her duties, presides at meetings in the absence of the president, assumes the duties and responsibilities of the president should the need arise, and serves as ex-officio member on chapter committees. The vice president is in charge of overseeing all committee work and management of assignments.
THE VICE PRESIDENT AND COMMITTEES
The chapter vice president, because of his or her responsibility for committee work in general, should work closely with all committees. In order to efficiently coordinate the program of all committees, the vice president should establish a committee report form and offer helpful suggestions to each appointed committee. This means being available for a number of committee meetings and making suggestions and recommendations when necessary to facilitate their goals and objectives.
Prepares and reads the minutes; prepares the agenda for each meeting; attends to official correspondence; sends out and posts meeting notices; counts and records votes when taken; prepares chapter reports; keeps permanent records of the chapter; cooperates with the treasurer in keeping an accurate membership roll; reads communications at the meetings, and has on hand for each meeting the secretary's book, minutes of previous meetings, lists of committees and committee reports, copies of local, state and national programs of work, copies of the constitution and bylaws, and a copy of the state and national handbooks.
The secretary should:
1. Record the minutes of all meetings; formal, informal, and called meetings. The secretary's records are important.
2. Record in the minutes what is done, not what is said.
3. Record the exact wording of motions, whether they are carried or lost in the voting, and make a record of who made the motion.
4. Halt meeting proceedings if necessary in order to get exact wording of motions. Request the presiding officer to have motions repeated slowly, when necessary, in order to make a record of it.
5. Record in the minutes the names of members who have been appointed to committees, with the name of the chairperson, if designated.
6. Attach a copy of the treasurer's report to the minutes, if the report is not included in the minutes as read.
7. Keep minutes in a permanent book, not on small pieces of paper. Any corrections which are made in the minutes as read should appear in the margin.
8. Have the presiding officer's signature on the minutes, with any approved corrections, in order to complete the record.
MINUTES OF A CHAPTER MEETING
MEETING The regular meeting of the Chapter of Phi Beta Lambda, held in the business department, Room 101, was called to order at 7:30 p.m. by the President, John Smith, September 14.
CREED Creed was led by May Lee.
GUESTS The following guests were introduced: Mr. Ronald Smith, Miss Sharon Long, of the Phi Beta Lambda Office. Fifteen members were present. Barbara Long and John Jackson were absent.
MINUTES Minutes of the meeting of (date) were approved as read.
TREASURER'S REPORT The treasurer reported a balance on hand of $150.60.
BILLS The following bills were presented: Stationary, $2.00; additional copy of national handbook, $10.00
COMMITTEE The Finance Committee reported the results of the investigation of fund raising activities.
NEW BUSINESS The motion by Grant Alton "that a new timer be purchased by the treasurer at the prevailing price" was adopted.
PROGRAM (Give details of program if one is presented; include title, name of speaker, etc.)
ANNOUNCEMENTS Meeting of executive board was announced for Sept. 23, business department, Room 101. 7:00 p.m.
ADJOURNMENT Meeting adjourned at 8:30 p.m.
Chapter Secretary, Phi Beta Lambda
Chapter President, Phi Beta Lambda
Receives and acts as custodian of chapter funds; collects all state and national dues and is responsible for their disbursement by the appropriate deadlines; keeps financial records neat and up-to-date; devises, with the assistance of the membership and the adviser, appropriate fund raising activities; pays out chapter funds as authorized; encourages systematic saving; assists in preparing an annual statement of estimated receipts and expenditures; and protects the financial reputation of the chapter by seeing that its obligations are met promptly.
The treasurer should:
1. Keep all records in ink in a permanent type of book.
2. Record all receipts by name of members or other source.
3. List all money paid out of the treasury by date and to whom paid.
4. Always obtain a receipt from the person paid, and never pay out any of the chapter's money except with proper authorization.
5. Keep an up-to-the-minute accounting of funds. (Don't put off making entries in the treasurer's book.)
6. Make an accurate report of the chapter's financial status at every regular meeting, or as called for by the president.
PHI BETA LAMBDA
STATE COLLEGE CHAPTER
(Sample) Treasurer's Report
December 18, 20XX
Balance on Hand, December 4, 20XX $ 781.25
Proceeds from bake sale $ 34.71
Collections from Fund Raising Kits 3,495.50 3,530.21
Total Funds Available $ 4,311.46
Payment for Fund Raising Kits $2,097.30
Supplies for Christmas project 14.40
Postage 2.00 2,113.70
Balance on Hand, December 18, 20XX $ 2,197.76
Assists chapter members in understanding the basic purpose of parliamentary procedure; advises the presiding officer and other chapter members on parliamentary procedure; provides reference materials pertaining to parliamentary procedure for each meeting; watches for significant irregularities in parliamentary procedure and calls them to the attention of the chair; and explains any irregularity and its effect on the rights of all chapter members.
The parliamentarian should:
1. Make sure chapter meetings are conducted in an orderly manner. (This can be accomplished through a working knowledge of parliamentary law as outlined in Robert's Rules of Order Newly Revised.)
2. Enable the group to transact business with speed and efficiency.
3. Protect the rights of each individual.
4. Preserve a spirit of harmony within the group.
5. Make sure the will of the majority is carried out and the rights of the minority are preserved.
SUGGESTED ORDER OF BUSINESS FOR CHAPTER MEETING
1. The meeting is called to order by the president with a rap of the gavel.
2. The members recite the Creed.
3. The minutes of the preceding meeting should be read by the secretary. These may be approved as read or may be approved with additions or corrections.
4. The treasurer's report is read and the president states "received as read and filed for audit" after any corrections have been noted.
5. Reports of committees are called for by the president.
6. Any unfinished business is called for by the president or any chapter member.
7. New business.
8. The program, if any, may be conducted at this point.
10. Adjournment. This may be followed by refreshments and entertainment, if desired.
WHO NEEDS THEM?
Every chapter which hopes to carry out a successful program of work needs active committees that involve as many members as possible. It is easy for a small group of workers within a chapter to do all of the work...but it is not good for the chapter as a whole or for the members individually. Almost every project taken on by the chapter needs an active committee to steer it on the right course.
Big events, such as major fund raising activities, money management projects or community service tasks, are usually headed by a general chairperson, who in turn appoints the necessary subcommittees. It is the duty of the general committee chairperson to outline for the subcommittees their specific duties and responsibilities and to maintain a close liaison with them to assure that assigned tasks are accomplished.
WHO APPOINTS THEM?
The president of the chapter, usually with the assistance of the Executive Committee, appoints committee chairpersons. The president and the vice president are in charge of committee work and are ex-officio members of all committees. Committee members or subcommittees are usually appointed by the general committee chairperson, with approval of the president, vice president, and adviser and/or the Executive Committee.
The president, in selecting committee chairpersons, should look for the qualities of efficient organizational capabilities, perseverance in following through with tasks, and an overall interest in the specific project.
The committee chairperson should:
1. Appoint subcommittee chairpersons and bring them together for a general committee meeting. He/she chairs the meeting and assumes responsibility for introducing all committee members to each other.
2. Appoint a secretary of the general committee to take notes of the meeting. This responsibility should not be left up to the committee chairperson.
3. Explain to the committee the overall task or problem to which it has been assigned.
4. Discuss with the committee the desired goals of the committee's work and methods of reaching them.
5. Ask for suggestions from all committee members and be receptive to suggestions from other members of the group. (If they are really interested in the project and for some reason are not serving on the committee, ask them to join you.)
6. Summarize and fully discuss each suggestion.
7. Provide for a group decision.
8. Summarize to be sure the group understands what has been decided upon. (This is important to the future operation of the committee.)
9. Thank members of the committee for their assistance.
10. Review notes on the committee meeting with the appointed secretary.
11. Prepare committee reports, with assistance from the committee secretary, in duplicate and submit one copy to the chapter president and the chapter secretary.
12. Be prepared to make an oral report.