Turn cell phones to silent mode

Turn cell phones to silent mode.

Minimize uncalled movements and noise inside the room while the session is going on.

If there should be an issue to be decided and casting of vote is necessary, one vote will be counted per alumni chapter

Questions will be entertained after every topic.

There will be bio breaks every 2 hours

Participate. We are all brods.

HOUSE RULES

MAKING MEETINGS PRODUCTIVE• We will follow a simplified Parliamentary

procedure to– Make the meeting more organized and orderly– Well documented – Formalized

PARLIAMENTARY PROCEDURE• Only the President or delegated member

moderates the meeting

• Secretary or delegated member takes the minutes and documents the proceedings

• Every convention attendee can file a motion, second a motion or file an objection

• Motion will be decided upon by voting.

BASIC PROCEDURE• President calls meeting to order (“this meeting will

come to order”).

• Only those who get recognized by the chair may speak during a meeting which has “come to order.”

• Side conversations are not allowed; if someone wants to speak, it should be to the whole group (unless someone gets permission from the president to have a small side conversation for the purpose offurthering the meeting).

BASIC PROCEDURE

• The president acts as a neutral “gatekeeper” in discussions of matters to be voted upon.

• In order to discuss something the group needs to vote on, someone (other than the president) has to make a motion or proposal . “I move that we modify…”

• In order to even discuss a motion, someone has to “second” it. “I second the motion…”

BASIC PROCEDURE

• The minutes need to reflect who makes motions, who seconds them and what exactly the motions are (so the secretary may ask the chair to clarify these things at any time).

• If there is no second, the motion dies (will not be discussed).

• If there is a second, the president calls on people to speak for or against the motion (giving reasons to vote for or against).

BASIC PROCEDURE• If someone who supports the basic motion wants to

suggest a change within the motion, he/she may make a “friendly amendment” in the form of a new motion.

• The motion to make a friendly amendment either gets a second and the newly altered motion gets discussed or it dies and discussion returns to the original motion.

• The president sets a time limit for consideration of a motion and may ask speakers to (a) wrap up their point soon and/or (b) only speak if they have new thoughts on the topic.

• Anytime someone who gets called upon can “call the question,” meaning that if someone else seconds that “call” the group must vote at that time on the motion “on the floor” (being discussed).

BASIC PROCEDURE• Once a vote is taken by eligible voting members, the

secretary announces the numbers and the president announces whether it “passed” or not, based on the MAJORITY VOTE.

• In case of a tie, the PSFAA Officers will also cast their votes.

• The president then gives directions or requests that appropriate action be taken by whomever is responsible to act on the motion that has been “passed.”

• At the end of the meeting, the president asks for a “motion to dismiss.” Someone seconds and the president asks for a vote. If it passes, the meeting is officially over.

An Overview of the Current Organization of the Fraternity and Proposed Organization Set Up

Rey Aguila

Building Organizational Capability Towards a Stronger Fraternity

Current Organization

PSFAA PSFAA

New Organization

Alumni Chapter 1Officers



Alumni Members

Alumni Members

Alumni Members

Alumni MembersAlumni MembersAlumni MembersAlumni MembersAlumni Members


PSFAA

New Organization




Alumni Members

Alumni Members

Alumni Members

Advantages of the New Organization

• There will be more controls• There will be better accuracy in

terms of Information dissemination

• We anticipate more programs• Account all members • Easier to call for an assembly

(regular meetings per chapter)

Nature of the New Organization

• Geographical (by home residence)

• with chapter officers, more alumni members involved

• sense of belongingness (challenge)


Other Chapters

PSFAA

Websitewww.Pi Sigma.orgProjects &

Programs

• Participation in other chapter programs

• Networking• Fun

• Guidance and Directions• Coordination on Programs and Issues• Decision Making• Support Systems

• Alumni Directory• Updates on Programs of other Chapters• Upcoming Program • Networking (job hunting, services)• Gallery

• Project Proposals• Annual Projects• Sourcing of Funds• Regular Meetings (agenda Item and venue)• Reporting of Projects (website)• Disaster Relief Operations • New Brods, new blood

• Chapter Expansion• Attend to Local Issues

Officers

Alumni Chapter

Resident Brods (university)

• Leadership Directions• Succession Planning• Annual Plans• Consolidation• Account all members• Fun


Pi Sigma Fraternity Alumni Association (PSFAA)

• Guidance and Directions - Align programs with PSFAA Activities - Whenever necessary, provide decision on critical matters involving the fraternity during officer meeting and conventions - recommend new process and policies for the fraternity • Coordinates with PSFAA on the activities and updates - provides update on the programs of the chapters - propose support systems on the possible projects and programs - coordinates reports for posting to the website • Succession Planning - proposal of possible new officers for the PSFAA - acts as one of the decision makers for the new president of PSFAA


The Fraternity Website www.pisigma.org

• Center of Information of the Fraternity - message and directions from PSFAA - upcoming programs within the succeeding month - reports of completed programs and activities - financial reports • Fraternity Directory - contact information of the members, professions, business or services make - opportunity for job hunting - support services (medical, etc) - guidance on whom to contact if in the area - membership list is frequently updated• Gallery/Freedom Wall - pictures of members in other geographies - communications on remote geographies (similar to face book) - Contribution of ideas are easier

http://www.pisigma.org/


The Alumni Chapter Officers

• Provides Leadership Directions - works closely with PSFAA on the chapter activities - conceptualizes local programs and projects - maintain good data records of members - succession planning (predetermined leaders) - leadership training seminar - collection of Annual Dues - financial reports• Regular Meetings - conducts regular meetings with alumni chapter members - agenda item and permanent venue for the meeting• Consolidation (Fun) Activities - consolidates the alumni chapter members - maintains good environment of the chapter - member activities (birthdays, etc)


Projects and Programs

• Program Conceptualization - program of action for the chapter (possible for the year) - coordinates with PSFAA on the details of the programs using the format - conceptualizes possible funding and support system - submission of Project Proposals to PSFAA - aligned with Fraternity Visions and Values - disaster relief programs Program Execution - if needed and if possible, invite other chapters for participation - ensures success of the program in terms of safety and goal achievement• Celebrate Success - celebrate major activities - ensure fun programs are integrated (family day etc..) - individual parties (birthdays, anniversaries, etc) - ice breakers in the middle (drinking spree for the boys)


Other Alumni Chapters

• Fellowship to other Chapters - socialization with other chapters - benchmarking for best practices - strength of individual chapters strength of the alumni as a whole Reinforcement on other chapter activities - others may have more resources than other chapters - coach system


Residents in the Area

• New Members, New Blood - expansion of resident members in the area - guidance in member selections• Support System - possible support in the resident programs - crisis management on the local issues of residents - coach system

Getting to Know the Pi Sigma Website

Dean BuhayJoel Marundan

Our Legal Guide:A Review of the Current Frat Constitution and Approval of Proposed Alumni Chapter Constitution

Atty. Ren Pambid

A Project Proposal:Guidelines and Format in Proposing a Frat Project

Bien Penaranda

PROJECT PROPOSALS

• When submitting a proposal to the PSFAA, specify– what you require from PSFAA for this

project as listed above– If a project requires the participation of the

Frat in a national level, use the prescribed format

PROJECT PROPOSALS• Alumni Chapters are encouraged to

spearhead projects– Examples of successful Projects

• Sta Ana Medical Dental Mission • Bicol Tree Planting• Pampanga Annual Medical Dental Mission• UP Open Debate Tournament

• The PSFAA will support these projects by:– Providing Corporate and Sponsorship Contacts– Direct Sponsorship by PSFAA– Coordination and linking with other chapters – Coordination and linking with other organizations /

networking– Facilitate shared Knowhow and learnings

PROJECT PROPOSAL

• PLAN• EXECUTE• EVALUATE

PROJECT PROPOSAL = PLANNING

• No need to reinvent the wheel: Use the sample project proposals available– Example: Sta. Ana Med Mission

• Maintain a pool of project proposal templates

• Coordinate with other chapters on planning

•

PROJECT EXECUTION

• Tie up with other chapters• Tie up with other groups• An idea that is developed and put into

action is more important than an idea that exists only as an idea. – Buddha

PROJECT EVALUATION

• Do a post-game analysis of the project– Strengths– Weaknesses– Opportunities– Threats

– What you did well or can do better next time?• Document the results and lessons learned

Our Strength: Fraternity Directory and ID System

Ferdinand LasanJun Sison

Documents

Turn cell phones to silent mode