The Friday Letter #908

ADMINISTRATIVE EDITION                                                                         11.30.2012  

This is the last administrative edition of The Friday Letter for the fall semester. It is published on the first and third Fridays of the month to keep brothers current with news in the Fraternity, administrative reminders and tips for making  our chapters and colonies as efficient as possible.

In this Issue
 -  Officers Calendar
 -  Laws Regulating Elections
 -  Coming Soon: Insurance Billing
 -  Register for 2013 Fiji Academy
 -  Holiday Parties
 -  Schedule Spring FS Visit
 -  Like to Travel?


OFFICERS CALENDAR
12/1: Registration deadline for Fiji Academy.
12/25-1/1: Happy holidays and New Year! IHQ will be closed for the holidays.

LAWS REGULATING ELECTIONS
As Chapter President, you need to understand Phi Gamma Delta’s laws regarding election of chapter officers. These are listed in Section 19.80 – 19.84 of the Bylaws of the Fraternity. Please read this memo to review the officer election procedures and responsibilities.

COMING SOON: INSURANCE BILLING
Invoices for liability insurance will be emailed the last week of January 2013. The charge is based upon the number of brothers and pledges. The estimated base rate this year is $175 per member, including fall 2012 pledges and fifth-year seniors. Note: chapters that have had a risk management violations will be charged a 10% penalty. Copies of the invoices will be emailed to the Chapter President, as well as the Purple Legionnaire. Online payments can be made with credit/debit card. If questions, either email Donna Young at Headquarters or phone her at 859-977-6314.

January 20, 2013, is the deadline for roster changes, prior to the insurance billing. Please update your chapter roster on your chapter page by logging in at www.phigam.org. Once insurance bills are issued, there will be no credits for roster adjustments. Here are instructions for roster additions, corrections and changes in officers. If questions, either email Amy Watson or phone her at 859.977.6309.

REGISTER NOW FOR THE 2013 FIJI ACADEMY
Make your plans now to attend the 2013 Fiji Academy from January 4-6, in St. Louis, MO, at the Doubletree Hotel Union Station.

Chapter Presidents, Chapter Treasurers, and Recruitment Chairmen should attend. The Academy is comprised of special training for these specific positions. Any brother or chapter leader is encouraged to attend Fiji Academy and there will also be educational tracks for Recording Secretaries, Corresponding Secretaries, Historians, and Emerging Leaders.

The Fiji Academy will also feature several Pursuing Excellence sessions on Friday, January 4, which provide opportunities for personal growth and development, as well as the opportunity to explore other aspects of chapter operations.

The featured guest at the event will be Ken Blanchard (Cornell 1961), noted leadership expert and author of The One Minute Manager.

Here are all the details. Register now!

HOLIDAY PARTIES  
And other late semester events 

As the fall semester begins to wind down our attention shifts to finals, formals, rivalry games and holiday parties. With all of these events it is important to be certain your chapter is represented positively. 

The images and videos our chapters portray on chapter websites and Facebook pages as well as those posted my individual members and guests attending events reflect heavily on the chapter. Anything posted by brothers can be associated with the chapter. Likewise, guests' pictures of happenings at chapter events may portray an image you do not appreciate. Unfortunately we continue see insensitive party themes and pictures which reflect a poor image. 

Now is the time to make sure Phi Gamma Delta's are values apparent in your chapter's events and stress to your brothers the importance of the images and postings they portray on Facebook, Twitter, YouTube and other social networking sites.

Similarly all chapter events, or those which may be considered chapter events, must follow the guidelines set forth in the Fraternity’s Risk Management Policy. This includes those related to the consumption of alcohol and prohibition of the construction and/or use of pools, ponds, towers, slides, bridges or similar items. Additional planning resources are available on the Fraternity’s Risk Management Page.

WINTERIZE YOUR CHAPTER PROPERTY
The coming winter months present challenges at our chapter houses. Improperly maintained broilers, icy sidewalks, frozen pipes and theft over holiday breaks are only a few of the liabilities our chapters and house corporations encounter. Utilize these tips and checklists to help ensure your chapter property is adequately prepared. These fire safety tips will also help protect your chapter this holiday season.

SCHEDULE SPRING VISIT
Get the most out of your Field Secretary visit

Planning six months ahead is a necessity for Phi Gamma Delta's Field Secretaries, when they are scheduling chapter visits to numerous chapters across the U.S. and Canada.

Fill out this form to help your chapter and your Field Secretary get spring 2013 off to an organized start.



LIKE TO TRAVEL?
Are you searching for a job, love your Fraternity and like to travel?

You may be interested in learning more about Phi Gamma Delta's Field Secretary program. Here are the details about becoming part of a unique group of men who have traveled North America to make Phi Gam stronger.