Tau Beta Pi President's Book - Manual of Chapter Operations
Section C

(2005 Edition - last update 01/24/2005)

Section IV - MEETINGS

Most Tau Bates have fond recollections of the days spent with fellow members in Tau Beta Pi. Some of the principal features of membership include friendships made, fellowship enjoyed, and working relationships with faculty, alumni, and other students. In light of this, it is recommended that the total number of chapter meetings exceed the specifications of Constitution Art. VI, 9, and Bylaws V, Sec. 5.01, and VI, Sec. 6.03.

It is advisable to email announcements of all meetings, particularly if the chapter is large. This requires a small expenditure of time, but it helps to obtain satisfactory attendance. Appoint the recording or corresponding secretary, or another reliable member, to handle the task. 

Conflict in meeting times with other campus organizations is often a serious problem, particularly when a 3/4 quorum is required. The Tau Beta Pi chapter might well consider serving as coordinator of meeting schedules for all engineering groups, since its membership covers all departments. Another suggestion is to hold short chapter meetings during the day — perhaps at breakfast or at lunch. This eliminates some conflicts, but each chapter must decide what method to use.

Each meeting needs an agenda, prepared in advance. Not much is worse than a leader who listens to the reading of the minutes, then asks in all seriousness, "Well, what business do we have tonight?" Preparation saves time and expedites all chapter business, plans, and projects. An unprepared president can produce lethargic members.

Another prerequisite in the running of chapter meetings is for the president to know how things are going. It is not enough to determine how things are functioning just from what transpires during the formal portion of the meeting; he or she needs to know the undercurrents! There are usually one or two members who can be counted on to render frank, unbiased criticism, comment, and counsel in talks with the president.

Some things, for the sake of time and feelings, shouldn't be discussed at meetings. Some members have built-in aversions to speaking out during meetings. If a member is bothered about something, a direct talk with that member is the best remedy; but if the matter is of general interest, such as some unexplained aspect of the election procedure, it might be explained in better detail at the next meeting. When there is a clash of personalities or ideas, you might confer with your advisors.

The 1985, 1986, 1988, and 1989 Conventions considered ways to increase member awareness and retention of the secret Tau Beta Pi motto. The 1986 and 1989 Rituals Committees recommended that the symbolization and translation of the motto be reviewed occasionally at chapter meetings when only members of Tau Beta Pi are present. The 1988 Convention recommended that the Secretary-Treasurer periodically remind the chapter presidents of their responsibility to reinforce the motto in the minds of the members, while preserving its secrecy.

Finally, it is much easier to conduct a meeting properly if you are familiar with the standard business meeting procedures of Robert's Rules of Order. A summary of Robert's Rules, prepared by Dr. Donald S. Clark, President of Tau Beta Pi during 1962-66, is on page A-10. You should also be thoroughly familiar with the quorum requirements for the various types of Tau Beta Pi meetings listed in Bylaw V, Sec. 5.07.