Enrichment and Inspiration for Beta Sigma Phi Sisters from Marilyn Ross
The Chapter Yearbook is a very helpful and useful resource that every member will enjoy. All members will refer to it often.
WHAT IS THE YEARBOOK?
Yearbooks include planning for stimulation of interest and participation in programs, socials, service, ways and means; a roster of members' names, committees, and officers; also, a calendar of chapter activities. Additionally, some chapters add more information, i.e., bylaws, traditions, secret sister information, standing rules, chapter history, city council information and so forth. Each chapter chooses what they believe necessary to include in the yearbook.
WHEN IS THE YEARBOOK PUT TOGETHER?
During the summer. Each member is presented with her own yearbook on Beginning Day. Actually, that is what Beginning Day is all about! A rally day, so to speak, to learn what is planned and get ENTHUSIASTIC about the coming year ahead. Each committee chairman outlines briefly what the committee has planned in regard to activities tentatively scheduled for the coming year. The chapter votes, at the conclusion of all reports, to accept the contents, or recommends the committee make adjustments, etc.
One member put it this way: "The yearbook is the sizzling best seller of Beta Sigma Phi! If you want to know where, when, who, what and how, then this is your committee! Be in the know! Be the FIRST to know! All the work to put this valuable reference together is done in the summer. The rest of the year is spent reading it!"
WHAT IS THE ADVANTAGE OF HAVING A YEARBOOK? HOW WILL IT HELP?
First of all, everything is together in one place! The entire sorority year is planned in advance and this saves time during the rest of the year. Keep in mind that events and activities planned are tentative. Finishing details are added via the committees as you go along. (Remember that FLEXIBILITY is a key Beta Sigma Phi word. You do have the option to change your plans or reschedule your events midstream!) The tremendous advantage is that you know in advance the events planned, meetings scheduled, the date you are to give your program, hostess, co-hostess and you can then plan and prepare accordingly. Plus, you don't have to waste precious meeting time to plan your upcoming activities! ALL PLANNING IS TO BE DONE IN COMMITTEE, ONLY REPORTED AT THE MEETINGS! This will provide a shorter business meeting and more time for your program and socializing!
WHAT ABOUT COVERS FOR THE YEARBOOK?
The covers can be whatever you want, sky's the limit! Most chapters use a binder notebook of various descriptions and sizes. Some are small to fit in your purse, others are 8 ½" x 11" size. It is up to the yearbook committee to decide what the covers will be. They appreciate your suggestions and ideas! [Refer to the Member Interest Survey. You can share your ideas there.] Some chapters have each member create their own yearbook cover. For example, the binders with the plastic slip-in covers. Each member can make her own cover page or the committee can make multiples of the same. Keep it simple and enjoyable, concentrating on the contents!
HOW DO WE GO ABOUT OBTAINING INFORMATION FOR THE YEARBOOK?
1]A committee or 2 or 3 can be appointed (or volunteer) to be on it. It is helpful if someone has access to a typewriter, word-processor, computer, copier, printer. This saves time and money.
2]Conduct an every Member Interest Survey.
3]Have members 'sign-up' for when they wish to hostess and co-hostess meetings and present programs.
4]Distribute ideas from surveys to Committee Chairmen.
5]Committees meet. One meeting during the summer is all that is usually necessary. This meeting is informal with the express purpose of planning that committee's activities for the coming sorority year. Activities are planned starting with Beginning Day (in August) through the end of May. For example, the social committee would plan a social for September something like this:
The above information would be what the social committee tentatively plans during the summer. Details from the social committee are given at the September meeting prior to the social.
6]After the committees meet and decide their activities, a tentative budget is made and submitted to the Executive Board.
7]Executive Board meets with the Committee Chairmen and formulates the chapter's budget. All members of the chapter approve the budget on Beginning Day. Some chapters have a Chapter Planning Meeting during the summer (June) for the express purpose of approving the chapter's planned activities and budget. It is then ready for inclusion in the yearbook.
8]The yearbook committee sets a deadline of when all the above information should be submitted. Allow plenty of time to type and print copies. Remember to make EXTRAS for new pledges you will be adding to your chapter membership! And for entering any contests.
9]Coordinate plans for making covers.
10]Distribute yearbooks on Beginning Day. Your work is done! Bouquets of yellow roses to you!!!
Bylaws (both Chapter and City Council)
Standing Rules and Traditions