Meetings

Your chapter consultant is happy to point you in the right direction. Please call or email him for support, recommendations, or to provide an update.

Getting started

  • The chapter’s executive council should continue to meet during their regularly scheduled meeting time through platforms such as Zoom, Skype, or Google Hangouts. Be sure to utilize established communication methods outside of meetings. Some universities may provide a premium Zoom account free-of-charge.
  • Be sure to keep your chapter advisor updated as well. Consider including advisors in the weekly executive council meetings.
  • For chapter meetings, we recommend setting an account through a free live streaming service such as Facebook Live, YouTube Live, Twitch, etc. There are other options here. From there, we suggest distributing the link to the entire membership.

Setting the meeting

It is encouraged the chapter or colony and executive council meet on the same day and at the same time it usually would. Send a calendar invite using Google Calendar or through your OmegaFi chapter calendar that can be found in Vault.

What to discuss

We recommend continuing to operate as the chapter or colony normally would. Focus your efforts on various programs to prepare for fall 2020. Make sure that all officers are updated in OmegaFi Vault to ensure ease of communication and reporting.
Recommended Operations Topics:
  • Scheduling late spring or fall initiations
  • Creating communication plan
  • Planning out fall 2020 semester
Possible events include:

Dues & finances

Please refer to the finance page regarding dues and finances during the COVID-19 outbreak. For specific questions, please reach out to your chapter consultant. 

Planning events

The health and safety of our members comes first and foremost in all operations of a chapter/colony. We encourage chapters/colonies to follow all federal, state, local, and university guidelines regarding social distancing and group congregations. While it might be tempting to host various events, we suggest exploring options that would allow for the fall semester’s events to be held either virtually or in compliance with regulations from your university, your state, and the CDC.

Regarding planning, we encourage officers/chairmen to use their time wisely and build programming, scheduling, and documentation to prepare for the fall. For example, hosting a recruitment retreat with your committee over a virtual platform would be ideal. During this meeting, the committee could brainstorm recruitment events for the fall, strategize name generation tactics, discuss roles and responsibilities, and set the budget.

Planning for the future

  • We understand the future is unpredictable. Now is the time for fraternities to innovate, with Pi Kappa Alpha leading the way. Brainstorm with the executive council on how members can still be a part of the process through virtual meetings and discussions. Engage in GroupMe and group chats. Set a calendar for fall 2020 that includes socially distant, municipality and university compliant philanthropy events, social events, and community service if institution protocols allow for events to be held. If you have any questions, please do not hesitate to reach out to your consultant.
  • In tandem with your advisors, chapter consultant, and all chapter executives, develop a return plan for operations. Develop a calendar and task list to make sure every this is prepared for the upcoming fall and spring semesters.

Creating an agenda

We recommend using an app such as Navigator or our templates to create an agenda for a smooth and orderly meeting.

Sending to the chapter

We highly recommend keeping the chapter informed during this time. We recommend recording the executive meeting to send to the chapter via OmegaFi’s mass email tool found under the communications tab in Vault.

Relaying information to parents & alumni

We highly encourage keeping alumni and parents informed during the COVID-19 outbreak. Download marketing resources and press release templates from this website, or build a website like this by contacting us using the support form.

For Presidents

Presidents should consider reaching out to each executive on the EC individually to discuss operations, position duties, and planning for fall 2020.

Executive Council Meetings

Execute on the basics. PIKE chapters are successful across North America because we are resilient and flexible with an intent focus on the basics.

During this pandemic, we recommend holding executive meetings in the same format as normal chapter/colony operations would allow. The following are tips to help:

  • Explore virtual communication platforms (Zoom, Google Hangouts, Facebook, email, etc.)
  • Have an “Executive” folder in a cloud-based system (Google Drive) that all members of the executive board can access
  • Create the meeting agenda in a Google Doc. and allow everyone to have full access
  • Fill in reports throughout the meeting utilizing the templates found below

Resources to Review

Leading through a pandemic provides you an opportunity to showcase your leadership and resolve. Consider reviewing the following resources to ensure a smooth and orderly executive and council meeting:

  • Executive Meeting Agenda (President Handbook)
  • Weekly Cabinet Reports (Vice President Handbooks)
  • Robert’s Rule of Order (Reference Garnet & Gold)