28 access. All general multi-use items should also be in the same area including signs, tabling materials, flyers, etc. Organize by usage. As in our own homes, frequently used items are easily accessible and infrequently used items are in a forgotten drawer. Some Chapters rotate their inventory according to semester (weather). Items that are going to be used for the upcoming event may be placed up front and are typically in collapsible, wheeled storage carts. Equipment that has just been used may be put away in the back or on shelves. Take notes. Supplemental to the previous point, it is important to reflect upon the end of each semester regarding the Chapter experience, and in terms of inventory and materials. When putting away inventory that may not be used for a while, Chapter Leaders should make notes as to what may be needed soon, what needs ordering, and what needs repaired. Labeling. Regardless of quality or expense, label all tubs, boxes, larger items, etc. to help you find what is needed when it is needed. Chapter Leaders may want to consider including the year items were received. The year helps to know how old an item is and indicates when an item may need replacing. It also shows if an item is holding up to expected use. If you bought something last year and it looks as if it has been used for 5 years, then you may want to consider a different vendor in the future. Think ‘Portability.’ One of the biggest benefits of a storage room is the ability to easily transport many items at once. Collapsible carts are a good suggestion to easily transport bulky or heavy items and boxes. Storage Options. Most Chapters are not provided with a complete storage system, so Chapter Leaders should always be on the lookout for good deals on storage items such as tubs, boxes, collapsible carts, wheeled carts, file systems, and utility hooks to hang things in storage. An important thing to keep in mind is where to organize, secure, and charge all devices. This can be a challenge if the storage room is not set up with a charging area. Electronic Inventory Record. Chapter inventory records may be mandated by the office that oversees Registered Student Organizations. Regardless of required procedures, if not included, it is recommended that Chapter Leaders use an electronic inventory sheet (an Excel file or something more formal) to keep a detailed record of all inventory or materials. This should be updated with each leadership turnover. A template inventory management file is included in Appendix C. Meeting Agendas and Minutes The heart of every Chapter is found during its meetings. Meetings range from a lighthearted, informational gathering of general members to a heated decision-making session of Chapter Leaders. Good meetings are always a result of careful preparation and planning. There are different ways to run a meeting. Whether parliamentary procedure or a more relaxed format is used, it is important to know what the purpose and goals are, have a plan to accomplish goals, and understand communications styles. Preparing an agenda communicates to the Chapter what the meeting is about and invites Chapter Leaders to consider the information to include in the meeting before the meeting occurs. An agenda is an outline of the issues that a group will discuss during a meeting. The agenda is prepared by the Chapter Leaders, specifically the Vice President of Communications and Marketing, with assistance from the Chapter Advisor. Once prepared, the agenda should be distributed to members at least one day prior to the meeting either by email, in printed form, published to social media or a web site, etc. This allows members to come to the meeting prepared to discuss the agenda items, exchange information, and make decisions. A sample meeting agenda can be found in Appendix D. Using the Agenda. Simply putting topics on a list will not make meetings more productive. There are some points that may help if considered during a meeting. Chapter Leaders should be realistic about the amount of time each topic will take. Avoid an over-crowded agenda. If choices must be made, leave more time for important issues. Chapter Leaders should take up the less complicated topics first, leaving time
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