Regent's Role in Chapter Meetings

--Old Version
Chapter meetings should be held regularly at an established time and place, following a schedule planned at least a term in advance. The level of chapter activity and the extent of business to be handled will determine the frequency and length of meetings and the possible necessity of special meetings in addition to those regularly scheduled. Regular meetings should be held at least twice each month during the school year. Shorter meetings with the agenda outlined in advance, are preferable to longer meetings held less often. To be effective as presiding officer, the Regent must be familiar with parliamentary procedure, should exercise fairness, and should refrain from participating in discussion during a meeting unless relinquishing the chair temporarily. The brief manual "Simplified Parliamentary Procedure" is available from the Central Office. If there is one more qualified in this area, the Regent might appoint him as parliamentarian to advise on complicated points during the meeting; but the presiding officer must actually make the ruling on any question of parliamentary law. The Membership Manual includes a standard or common order of business to be followed during the meeting. . Each chapter should have a copy of Parliamentary Procedure at a Glance. Some common parliamentary rules are shown here for your convenience. Minutes from the previous meeting should be distributed in advance to members, preferably along with the agenda for the upcoming meeting. Electronic distribution or posting of minutes and agenda are common.

Only members should be present at regular chapter meetings, and at such times the formal opening (which includes calling of the roll) and closing ceremonies should be used. Whenever there is a visitor who claims to be a member, the procedure outlined in the Ritual for confirming their membership should be followed. Open meetings can be held to invite the participation of pledges or other non-members in fraternity business. This practice is especially beneficial at some point in the education process to teach pledges about the parliamentary and business aspects of the chapter’s operation.

The Regent should establish a schedule whereby approximately equal segments of the Constitution and Bylaws will be read aloud and noted in the minutes during each chapter meeting. During the year these entire documents should be read to the chapter. Ideally, the Regent should assign the members in rotation to read from the laws.