Board Meeting, 6-22-15
Expectations
· Open communication: answer GroupMe, messages, feel free to call each other out if we are not doing what we should be/not enough
· Each meeting we need to have a goal to complete; keep each other accountable
· Actively participate in discussions
· If you cannot make to a meeting or answer a phone, let somebody on board know!
· Be open-minded
· We represent the whole fraternity
· We need to make everything transparent
· Overall, we should unite under one common goal to make the fraternity better :3
· Weekly meetings through the school year—let Janice know at least 24 hours before if you cannot make it
Topics of Discussion
· Re-ranking board positions: President à Vice Presidents à Directors
· We need to clarify/define job positions
· Signatories: Janice, Hillary, Miranda
· System of Keeping Each Position in Check: Set different deadlines for each position and each position should report back every week—editable document for each position to be able to tweak if needed
· Possible Meetings for Fall:
o Sunday or Monday night
o Try biweekly
o Board meetings maybe before gen meetings
o Gen meeting prefs: Wednesday or Thursday
o Pledge meetings: Tuesday 7-9
· Constitution date before summer ends
· Start the Board Handbook for each position
· Reelections for VPI/VPR will be done winter quarter week 1
· Changes for the next term:
o VP of Admin (+Warden)
o VP of Professional Affairs (+Programming)
o 13 total positions
Breakdown of Duties and Goals
Archives
· Duties
o In charge of all the “stuff”
o Thumb print book
o Pictures
o Website
o Add dropbox for pictures
o Facebook: Use it for announcements and make albums
· Goals
o UPDATE WEBSITE!
o Add alumni
o Update board positions, etc
Fundraising
· Duties
o One south campus fundraiser per quarter (Banh Mi)
o Could do mini fundraisers (i.e. churros) once or twice a quarter
o Do not need Facebook event for mini fundraisers, but is needed for events like Banh mi
o Can flyer for Rubio’s outside Ackerman, but would need tax ID
· Goals
Philanthropy
· Duties
o Committee will be in charge of BSP (Large-scale project)
o Point-based system—events will count for different amount of points
o 2-3 events per week (small-scale)
o VFC
§ Will be kept, but arbitrary times were conflicting
o Possibility Care Extender’s Program
§ If you finish the program, you will earn a certain amount of points
o For points
§ Active members should attend 1 within two weeks to start off // Offer two events every two weeks (?)
§ Health-related events may be for more points than non-health related events
o Example of Events:
§ Clinical events
§ Mental health events: color run
§ Program for hospice workers
§ Donating presents to children for the holidays
· Goals
o BIG PHILANTHROPY EVENT
§ Rooms are already booked
§ Winter quarter (Week 3)
§ Who do we want to support/What cause?
§ Have a list of organizations/neurological disorders to present to house (TOP 3)
§ What type of event? Run?
§ Try to work with other orgs
Academics
· Duties
o 1 on 1 with pledges
o study hours (3-4 hours per week—possibly 2 sessions)
o Remind enrollment times
o Paperwork for graduation
o Mentorship
§ Older actives can be matched up with younger actives
§ Alumni can be mentors who are already in the field
§ Have Google doc to see if they want to be mentor/mentee
§ Recommended but not required
o Be in charge for doing stoles
§ Can be collective and pass it down (would not have years)
§ Those who would want to keep their own stole—they can buy their own LOL and add the year if they so please
· Goals
o Build test bank—send in tests!
o List of easy GE’s, easy upper divs–update frequently!
o Class reviews
Social
· Duties
o Should plan retreat as their main job
o We would not need a social every week—1 retreat/quarter
o Beginning of quarter could be concentrated with socials and then later would have a little less
o Have as many socials as needed; not set
o Promote more family closeness (i.e. family carpe noctem)
o Once a quarter required family outing
· Goals
Recruitment
· Duties
o Plan rush
o CAN PLAN BANQUET!
o You start the quarter and end the quarter with the rushees :D
· Goals
o Start working on theme and planning out rush
Professionalism
· Duties
o Panels
o Keep professionalism the way it is
o Co-position with programming (later on it would be part of professionalism)
o Workshops—have actives be speakers to other actives (i.e. study abroad, CVs, resumes)
o Have set aside time per meeting
o Providing more health resources
· Goals
Programming
· Duties
o Be in charge for being CPR certified, more health-related things
o House events
· Goals
Public Relations
· Duties
o New Rush design after Janice talks to Tiffany for theme
o Work on flyers
o Most work during the summer
o Ad-Board?
o PR committee can help with banquet
· Goals
VPI
· Duties
o Pledge parents under VPI
§ If they want to make an app for prefs they should
o In charge of telling actives:
§ Itinerary for each event
§ How to be a good big
§ How to be an active
o If you want to be a big:
§ Send out an application if you want to pick up
§ Pick Up Priority?
· Goals
o Order PLEDGE PINS ASAP
Warden
· Duties
o Warden can be part of President/Admin job
o Warden underneath Admin as committee
o Brother/Sister of the Month
§ Active GPA to stay an active: (2.5?)
o Give punishments who do not come out to events
o Take notes during meetings
o For those who miss events, they need to answer questions I have provided in the email
o Update roster
· Goals
o System for points (i.e. if you don’t meet this minimum you will be on probation or inactive)
External
· Duties
o PFC Liaison
o National Liaison
o Alumni Liaison
§ Founder’s Day
§ Bring them out to rush
o CPR
o In the future, in charge of all programs (mission trips, etc.)
· Goals
Finance
· Duties
o Sponsorship
o Cashbox
o Tax ID Number
o Be on time with funding
o Collect dues
o Calculate Reimbursements (i.e for driving to pledge events and fundraising)
· Goals
o Get bank account