Register for the 2022 National Convention

The Gamma Beta Phi Society

Presidential Duties

LSU InductionThe specific duties of the President may be divided into four categories; guiding the policies and activities of the chapter, presiding at meetings, appointing committees and seeing that they function, and optimizing public relations.

Guiding the Policies & Activities

Every organization, if it is to be worthwhile, must have a purpose, policies and activities to implement that purpose. The most important single individual in fixing policy and directing the activities of the organization is the President.

The President’s first step should be to make himself or herself thoroughly acquainted with policies, objectives, and purposes of the Society as set forth in the National Constitution and the National Bylaws. Conferring with the Advisor and attending both regional and national conventions are very important to a full and proper understanding.

The President must know thoroughly the chapter By-laws; and, with the help of the Advisor and the chapter Executive Committee, see that the policies stated therein lie within the general circumference of the National Constitution. The President and Advisor must collaborate on the completion of the Chapter Report for the school year. That report must be submitted (online) to National Headquarters no later than May 31st, annually.

All chapters of Gamma Beta Phi must be active in projects and programs that implement the purposes and objectives of the Society. A chapter that accomplishes little will not command the respect of the student body, the faculty and administration, nor indeed, of its own membership. In planning activities of the chapter, the President again should work closely with the Advisor and Executive Committee and be sure that the activities planned have the blessing of the administration.

Presiding at Meetings

All meetings are called to order by the President, who acts as chair and directs the proceedings. Should the President be unable to attend a meeting, he or she must request the Vice-President to take over. If neither the President or Vice-President can be present, the Secretary will preside.

After the meeting is called to order. The President should follow certain established “rules of order.” If it is a business meeting the general procedure is as follows:

  1. Roll Call – if the chapter is large, it is a waste of time to call the roll.
  2. Reading of the minutes by the Secretary.
  3. Reports of other officers (at this time the Secretary reads letters which do not require action by the chapter; the Treasurer’s report follows).
  4. Reports from committees – permanent and temporary (these may be received as information; or, if action is called for, motions for action will be made and disposed of).
  5. Consideration of unfinished business (the minutes of the preceding meeting will reflect any such pending business).
  6. Consideration of new business (the agenda usually sets forth what matters are to be discussed and acted upon; and when these have be dealt with, members should be given an opportunity to bring up any pertinent matter not on the agenda).
  7. Consideration of time and place of next meeting (if such are not provided for in the By-laws or by established custom).
  8. Adjournment.

The President should follow regular parliamentary rules and thus should obtain a book on parliamentary procedures and study it thoroughly. The membership should also be made familiar with accepted procedure by some feasible mean, since one of the objectives of the Society is to increase its members’ leadership. Many chapters appoint or elect a chapter Parliamentarian. The National Constitution establishes Robert’s Rules of Order as the parliamentary authority within the Society.

When presiding at a business meeting or any public function, it is the President’s duty to preserve order and to see that the meeting runs smoothly. This can be done by good preparation and planning and by firmly and impartially requiring that everyone conform to the rules of order and common decency. A President should lay aside all personal prejudices and act impartially toward all members, and equal hearing should be allowed to each side of any controversy. A President should make sure that members understand all proposals