Minutes of the Sigma Phi Delta Fraternity

Supreme Council Meeting

August 28, 2001

 

 

CALL TO ORDER: The postponed 20 August 2001 on line meeting of Sigma Phi Delta Fraternity Supreme Council was called to order on August 28, 2001, 6:12 PM PDT

 

ROLL CALL:

Supreme Council Members attending were:

·        Grand President Paul Lindner

·        Grand Vice President Keith Hileman

·        Executive Director Bob Featheringham

·        Communications Director Burt Wagner

·        Eastern Province Councillor Mike Votaw

·        Western Province Councillor Kevin Oldknow

 

Non Supreme Council Members attending included:

·        Grand President-elect Derek Troy

·        Treasurer Ed Hurst

·        Canadian Expansion Director Rich Taylor

·        Vancouver Alumni Secretary Edmund Gin

·        Omega Chief Engineer Steve Weiss

 

A quorum was present to allow the conduct of business

 

APPROVAL OF MINUTES: Minutes of Supreme Council Meetings of July 19, 20, and 22, 2001, contemporaneous with the 34th General Convention were e-mailed, all corrections were made, and the final minutes are awaiting GP Lindner’s review and approval. Subsequently, they will be e-mailed to ISM Hurst for Posting to Web.

OFFICER REPORTS: Officers reported the following:

·        Grand President Lindner stated he’d met personally with GP-elect Troy to bring Troy up to date on all Issues subsequent to the 34th General Convention

·        Grand Vice President: No Report 

·        Executive Director: No Report

·        Treasurer: Treasurer Hurst reported that the financial statement for July is at http://www.sigphi.org/financial/jul2001.jpg; t he August statement will be posted during the week of September 4th.

·        Communications Director: CD Wagner reported that the Castle Publication date is September 15; articles are due by 1 September.

·        Province Councillors:

·        WPC Oldknow reported that difficulty was foreseen with the concept of holding Province Retreats on January 19/20, 2002.  GP Lindner appointed a committee, Chaired by EPC Votaw, and including ED Featheringham, WPC Oldknow, and GP-elect Troy put together the format for the province retreats, including the base training programs and activities desired at each retreat. There ensued much discussion regarding the need and/or desirability of holding these on the same weekend and the problems faced by distant Chapters in getting together over a weekend during the academic year.  GP Lindner stated he’d set the goals of the retreats and let the Committee could work out the details.  In his mind dates are not sacrosanct nor are Province boundaries; the key is to train as many folks as possible, including Alpha Omega Epsilon sorority Chapters when feasible. If retreats were held in locales different from Province boundaries required Province business could be accomplished by mail, he suggested.

 

·       EPC Votaw reported:

·        He’d be visiting Omega and Psi on Sept 22 (to be confirmed on 31 August).  This would entail his going to Psi and having Omega come down and do a joint rush on the 22nd, the last day of Psi's rush.  He also invited the Colony at Virginia Commonwealth Univ.

·        He’ll be helping Kappa with its rush during the week of September 3rd.

·        The need to follow up on Assistant to GVP for Expansion Andy Hoshock’s 15 September visit to VCU to assess the Colony’s readiness to be installed as a Chapter. Treasurer Hurst and Bill Vogel will also be there to oversee.  GP Lindner directed EPC Votaw and GVP Hileman to review this visit and make sure all requirements for the visit are addressed.

·        That he’d received no report on the status of Chi.  The Chapter was not represented at the General Convention and was behind in its dues.  GVP Hileman reported he had e-mailed Zach Vuong to determine Chi’s intent.  GP Lindner directed EPC Votaw and GVP Hileman to contact Chi and to collect the Fraternity’s material, if Chi has gone inactive. He further directed that Steve Weiss should be invited to participate, if possible, in any meeting with Chi.

 

COMMITTEE REPORTS: Committee Chairmen made the following reports:

·        Expansion Chairman GVP Hileman reported that :

·        Brother Alix Minden was heading up the expansion work for the SF Bay Alumni/Nu Active reactivation, and a meeting was scheduled for September 7.

·        Brother Nate Myers is a Delta alumnus and a grad student at Stanford according to GP Lindner.

·        Kappa Actives (Brother Nate Myers ???) had the lead for reactivating Lambda and establishing a joint chapter with Indian-Purdue Universities at Ft. Wayne.

·        Brother Bokhtier of Omega was in Bangladesh and had received queries from students at Bangladesh University of Engineering and Technology (BUET) on becoming a Chapter and that he and GP Lindner set forth guidelines for them to follow as an Sigma Phi Delta Fraternity Interest Group.

·        Chapter Health Chairman GP-elect Troy reported he had discussed this personally with GP Lindner, who wants to use the form during Chapter visits and was seeking inputs from the 34th General Convention on the format.  ED Featheringham took action to supply these to Chairman Troy.

·        Publications Co-Chairman Hurst reported he had had no time to work on either the Pledge Manual update or the Forms Automation project.  GP Lindner and Co-Chairman Troy volunteered to work with Brother Hurst to complete the Pledge Manual update, as writing the history over the past four years remains the largest effort undone.  GP Lindner directed Brother Hurst to send out a brief status on automation projects during the week of September 3.  Co-Chairman Troy stated he needed to get to Brother Jeremy Vandenhouten (SPD Intern)????? to clear up a few minor issues on the Form 6, Manual of Procedure.  Likewise, GP Lindner stated that manuals, forms, and key documents from the 34th General Convention will go into the on-line resource center 

·        Leadership Chairman GP Lindner stated that important items of business from the Leadership Committee will be considered under New and Old Business.

·        Fund Raising. GP Lindner reported that ED Featheringham was appointed chairman of the Fund Raising Committee and he had contact several alumni members regarding membership.

·        Engineers United.  GP Lindner reported on a Conference Call August 23 with representatives of the AOE Sorority.  AOE will be promoting us and working together.  We will promote independent Engineering Sorority unless they are on the visit.  We will re-evaluate this after they have proven to us some results.  Next meeting in February 2002.  There was no independent report on Zeta Phi Sigma sorority Status. Brother Andy Hoshock should have an update after his visit to VCU. However, Sigma Phi Delta needs to create non-disclosure agreement for ZPS members who are allowed to look at the SPD Ritual.

·        Merchandise.  GP Lindner reported on his discussions with the On-line Store/ Vendor.  Unfortunately, the Fraternity does not generate enough potential business to make it worth while for the potential vendor.  The Fraternity must now seek another avenue for merchandising.

·        Convention.  ED Featheringham reported that Draft Minutes of the 34th General Convention were circulated on August 17, 2001, for comment. Also, Agenda/Housekeeping/Lessons Learned, etc for 35th Convention will be posted to web to assist with planning.

 

 

OLD BUSINESS: The following Old Business was enacted:

·        VCU Colony. GVP Hileman restated that September 15 is the date for assessing the VCU Colony’s readiness for installation as a Chapter. Expansion Assistant to the GVP Hoshock will accomplish the assessment. 

·        Chapter Visit Schedule for Fall/Winter.  GP Lindner stated he would visit Alpha and Phi Chapters this fall; he is awaiting the opening of the fall semester to finalize the dates. 

·        ISM Candidate Interviews. Information Systems Manager Hurst reported that his work travel schedule has precluded him from interviewing the candidates for his office and that he will make it a priority for September.

·        Status of Budget Rental.  GVP Hileman reported that there was no new information and that his attorney was handling the matter.  GP Lindner, in response to a question from GP-elect Troy, stated that the Fraternity had not weighed in with a letter of concern to Budget and was awaiting guidance from GVP Hileman’s attorney

 

NEW BUSINESS: The following New Business was considered:

·        GP Lindner moved to approve an amendment to ED Employment Agreement (which Amendment had already been signed by GP and ED) to recuse ED from voting on issues pertaining to his salary or position description (see below). WPC Oldknow seconded, and the motion passed unanimously (ED recused).  GP Lindner stated he would ask Brother Dyer to withdraw his proposed Constitutional Amendment on this matter, as it was now moot.

·        A companion motion (see below) to report to recommend to the GC that the Constitutional amendment offered by Brother Dyer at 34th GC regarding ED appearance of conflict of interest was moot was tabled until Brother Dyer could be contacted and asked to withdraw his motion.

·        GP LindnerGVP Hileman moved to Amend Constitution Article I, Section 2 (and Object), to read Virtuous Manhood, rather than Christian Manhood; WPC Oldknow seconded. Discussion proceeded:

·        To those who were concerned that this was a precipitous action, GP Lindner stated that it had been discussed informally for several years and that the formal Motion was available for review two weeks before the SC meeting.

·        In response to several questions regarding g the need for the amendment, GVP Hileman stated that “Christian” connoted that Sigma Phi Delta held a religious preference, when in fact we had members from many faiths.  This had been a serious obstacle on several recent expansion initiatives, including VCU, Rutgers, and Cincinnati.

·        A number of suggested rewordings such as: Morally Straight, Morally Clean, Virtuous Humanity, etc. were ruled out of order.  The chair stated these could be offered as amendments after the motion was considered.

·        The motion was called and passed unanimously.

·        GP Lindner stated that a vote of the General Convention was desirous and directed the ED to place the question to a mail ballot where all would get another chance to consider and vote.

·        GP Lindner moved to Amend Statutory Code Article 44, Section 159 (see below) to bring it into conformity with the Fraternity Risk Reduction Policy by eliminating certain required inspections of Active Chapters; GVP Hileman seconded, and the motion passed unanimously.

·        GP Lindner moved to Approve Bangladesh University of Engineering and Technology  (BUET) as a Sigma Phi Delta Interest Group.  ED Featheringham seconded.  Discussion ensued;

·        In response to questions about the formation of an Interest Group, rather than Colony, GP Lindner stated that a Colony was not a necessary precursor to Chapter status and that there were too many Constitutional and Statutory Code issues to permit the establishment of a Colony outside the USA at present. But, the Interest Group would allow the Fraternity to help the men at BUET to work towards membership, without their being official pledges, but recruits.  He elaborated on the point by saying that the men of BUET could petition for a charter, but the charter would not be extended to them until they had met the criteria developed by GVP Hileman and him. (These criteria are essentially the same as being imposed on the VCU Colony.  They must prove they can organize themselves and operate like a Chapter before they can be elevated to Chapter Status, see below).  In the meantime, he indicated, the Leadership Committee was working on recommended changes to the structure of the Fraternity which changes would remove impediments to International membership.

·        With regard to the question of whether the Interest Group would be permitted to wear Sigma Phi Delta letters, GP Lindner stated that they could only identify themselves as an SPD Interest group; they would not be entitled to wear letters until they were a Chapter.

·        With regards to initiation a ceremony for establishing the Interest Group, GP Lindner stated that he had developed an Interest Group Recruit Ceremony ceremony that is not an official part of the ritual, although it is based upon the pledging ritual. One of the keys is that it only requires one member to administer it.

·        The motion was called and passed. 

·        ED Featheringham moved and GVP Hileman seconded a motion to authorize Brother Bokhtier to administer the Interest Group Recruit Ceremonyinitiation, with the caveat that the Interest Group was restricted in the use the Sigma Phi Delta letters.  The motion passed.

·        Spring 2002 was targeted as the time for a formal chartering of the Interest Group. GP Lindner directed GVP Hileman to contact Brother Bokhtier in Bangladesh and inform him of the actions approved by the SC.

·        Treasurer Hurst queried about the status of the 2001-2002 Internships and scholarships.  GP Lindner stated these would be discussed at the next SC meeting.

 

·        NEXT MEETING. 

·        Date for the next meeting was set for  Sept. 25, 6:00PM PDT

 

·        ADJOURNMENT.

 

·        There being no further business to conduct, the meeting was adjourned at 8:50 PM PDT.

 

·        ACTION ITEMS RECAPITULATION: The following action items were taken from the meeting:

Lindner:

·        Complete review of SC minutes of 19, 20, and 22 July

·        Set Goals for Province Retreats.

·        Assign Responsibility/Develop Non-Disclosure Agreement with ZPS by Sept 15.

·        Assign Responsibility/Develop Merchandising Vendor.

·        Finalize dates for Alpha and Phi visits.

·        Ask Brother Dyer to withdraw Constitutional Amendment motion at 34th GC re: ED perception of COI

Hurst:

·        Post August Financial Statement.

·        Assist Hoshock with VCU assessment 15 Sept.

·        Post Convention materials to On-line resource center.

·        Prioritize September interviews with ISM candidates.

Wagner:

·        Publish Castle o/a 15 September.

Votaw:

·        Head committees to put together format and date for Province Retreats.

·        Visit Psi and Omega o/a Sept. 22 for Joint Rush at Psi.

·        Help Kappa Rush September 3rd Week.

·        Review Hoshock's plans to assess VCU Colony to be sure National objectives are met.

·        Contact Chi to determine status.

Hoshock:

·        Assess readiness of VCU Colony to be elevated to Chapter status. Sept 15.

·        Assess progress of ZPS to achieve local sorority status at VCU.

Hileman:

·        Review Hoshock's plans to assess VCU Colony to be sure National objectives are met 15 Sept.

·        Contact Chi to determine status.

·        Invite Omega’s Steve Weiss to meeting with Chi.

·        Keep SPD informed of Budget situation.

·        Contact Bro. Bokhtier re: SC decision to induct BUET as Interest Group and perform ceremony.

Minden:

·        Hold mtg. re: SF Bay Alumni/Nu Active o/a 7 Sept.

Kappa (Nate Myers???):

·        Follow-up leads at Indiana Tech and Indiana-Purdue Universities at Ft. Wayne.

Featheringham:

·        Provide Troy with comments re: Chapter Health post Labor Day.

·        Provide 34th General Convention Minutes to Hurst for Web Posting.

·        Provide 35th GC planning data to Hurst for Web Posting.

·        Develop mail ballot for 34th GC delegates to vote on “Virtuous Manhood” Constitutional Amendment

·        Put 2001-2002 Scholarships/Internships on 25 Sept. SC Agenda.

Troy:

·        Clear up Form 6 MOP actions with Jeremy Vandenhouten

·        ?????

·        Update Pledge Manual

·        Update Chapter Health status, once comments are in from F’ham

· 

 

 

 

 

 

Respectfully submitted,

 

Robert R. Featheringham

Executive Director

 

 

 

 

Exhibit 1

·        Language of Formal Motions

 

·        Motion #1.  Amending ED Employment Agreement.

 

Whereas after hearing some delegates at the 34th GC express concern that the ED is in a perceived conflict of interest when he acts as Executive Secretary on the SC and GC, because he would be voting on matters pertaining to his own salary and position and,

 

Whereas Bro. Featheringham has offered to modify his Employment Agreement to eliminate the perceived conflict, as follows:

 

The pertinent language of the Employment Agreement currently reads:

 

"Executive Director will fulfill the current duties of the Executive Secretary and Circulation Manager (holding both offices) as set forth in the Constitution."

 

Bro. Featheringham will accept a modification to the contract whose

new language would be:

 

"...as set forth in the Constitution, except hat he shall recuse himself from voting in the Supreme Council and General Convention on matters pertaining to his own job description and remuneration."

 

Now, therefore   Bro. XYZ moves to accept the revised language in the Executive Director’s Employment Agreement and to carry that language forward into the Constitution and Statutory Code whenever the ED position is made permanent.

 

Seconded:

 

Discussion:

 

Vote:

 

·        Motion #2. Dispensing with the motion at the 34th GC to Amend the Constitution to remove the Executive Secretary from the SC and GC.

 

Whereas a Motion was made at the 34th General Convention by Bro. Dyer, the credentialed delegate of Delta Alumni, and seconded by Bro.Wagner to “Amend the Constitution Article II, Section 3 and Article III, Section 5 to remove the Executive Secretary from the Supreme Council and as a Member of the General Convention,” and

 

Whereas the motion was tabled for further discussion, and

 

Whereas the SC set a policy that there would be no changes to the Constitution with regard to the Executive Director until that position was made permanent, because there are lots of other changes needed in the Constitution and Statutory Code to reflect this new position. and 

 

Whereas rather than make hasty changes to address a temporary situation, the Executive Director's Employment Contract was amended to recuse the ED from voting on matters pertaining to his own position and remuneration

 

Now therefore, Bro. XYZ moves that the Supreme Council notify the Chapters and delegates that the perceived conflict of interest has been eliminated and that a vote of Nay is recommended on Bro. Dyer’s motion.

 

Seconded:

 

Discussion:

 

Vote:

 

 

·        Motion #34. Proposal to Amend Constitution and Fraternity Object

 

Whereas the Fraternity ‘s institutional material reflects the  mores of the times in which it was written, and the reference to “Christian Manhood” in the Object was acceptable in 1924

 

Whereas the phrase “Christian ” no longer reflects the demographic s of the Fraternity, and

 

Whereas restricting membership to Christians can be construed to be contrary to laws of the US, Canada, and other countries in which we hope to be represented,

 

Now therefore, Bro. Hileman moves to recommend to the General Convention that Article I Section 2 of the Constitution be amended to change “Christian Manhood” to “Virtuous Manhood.”

 

Seconded:

 

Discussion:

 

Vote:

 

 

·        Motion #4.  Deleting Certain Chapter Inspections from the Statutory  Code

 

Whereas. Article 44, Section 159 of the Statutory Code currently reads:

 

Section 159. Inspection. An inspection of each Active Chapter shall be made by a National Officer or by some other member appointed by the Grand President at least once every year. Additional reports may be required by the Grand President. Inspection shall include the books, records, papers, accounts and other documents of the Chapter; scholarship and general standing of the Chapter on campus; sanitary conditions, fire escapes and insurance risks of the Chapter House or premises occupied by the Chapter. This report shall be sent to the Grand President, Executive Secretary and the Province and Chapter Councilors, and.

Whereas, the Risk Reduction policy of the Fraternity states  “Sigma Phi Delta is an organization that advises and encourages its members to conform and abide by the laws of the land and the policies, rules and regulations of the host institution, but under its structure, it does not possess the authority or capability to actually enforce said laws, policies, rules and regulations.”

 

Now therefore, in order to bring Article 44, Section 159 of the Statutory Code into conformance with Fraternity policy, Bro. XXX Featheringham moves that the language:

 

“sanitary conditions, fire escapes and insurance risks of the Chapter House or premises occupied by the Chapter.” be deleted.

 

So that Article 44, Section 159 will read:

 

Section 159. Inspection. An inspection of each Active Chapter shall be made by a National Officer or by some other member appointed by the Grand President at least once every year. Additional reports may be required by the Grand President. Inspection shall include the books, records, papers, accounts and other documents of the Chapter; and scholarship and general standing of the Chapter on campus. This report shall be sent to the Grand President, Executive Secretary and the Province and Chapter Councilors.

 

Exhibit 2

Interest Group Initiation Ceremony

 

SIGMA PHI DELTA FRATERNITY

 

INTEREST GROUP RECRUIT CEREMONY

 

 

A member of Sigma Phi Delta will lead the ceremony.  He is referred herein as the LEADER.  If more than one member is available then the reading may be split among several members. 

 

A member (GUIDE) shall blindfold the Recruits and bring them to the Ceremony Room.

 

LEADER:  Joining the Sigma Phi Delta Interest Group at BUET is the first step in your journey to become a member of Sigma Phi Delta.  There is much that we expect of you before you can become a member and this group an Active Chapter of Sigma Phi Delta Fraternity.  It will take considerable effort and time from each of you to realize this goal.  In order to acquaint you with this Fraternity, I will read to you a brief history of our organization.  In the spring of 1924, a group of engineering students at the University of Southern California, realizing the need of organization among themselves, took steps which resulted in the formation of Sigma Phi Delta, a local fraternity. This new fraternity, founded upon sound principles and high ideals, made rapid progress. In the spring of 1926, contact was made with the Delta Pi Sigma Fraternity, a simi­lar organization at the University of South Dakota and founded in 1922, for the purpose of founding a National Frat­ernity. The result was the founding of Sigma Phi Delta, a National Frater­nity on May 3, 1926.  The University of Southern California body became the Alpha Chapter, while the South Dakota group became the Beta Chapter. Since that time, Chapters have been estab­lished throughout North America.

 

Candidates, you have been informed of the history of our Frater­nity.  I will now read the Preamble and Article I, Section 2, of our Constit­ution so that you may know of our objects and ideals.

 

Preamble: In order to advance the interests of the Engineering profes­sion and to create a greater spirit of cooperation and Brotherhood among the students, faculty and alumni of the various colleges and universities of North America, we do ordain and estab­lish this Constitution.

 

Article I, Section 2: The object of the Fraternity shall be to promote the advancement of the Engineering profes­sion; to foster the advancement of Eng­ineering Education; to instill a great­er spirit of cooperation among engin­eering students and organizations; to inculcate in its members the highest ideals of virtuous manhood, good citizenship, obedience to law, and Brother­hood; to encourage excellence in scholar­ship.

 

Having heard these things, do you wish to become a recruit of Sigma Phi Delta Frater­nity?

 

RECRUITS:  I do.

 

LEADER:  I shall read the Recruit Promise. If you wish to take this promise, you will repeat it af­ter me.

 

I — and your name   understand fully the nature and extent    of the obligat­ions I am incurring — by becoming a recruit of Sigma Phi Delta - and I am confident that I can meet them. — I further understand that certain duties requiring some time each week  will be expected of me — and I promise to ful­fill these duties to the best of my abilities. — In addition, I promise to conduct myself in a manner — to com­mand the respect of the meters of the Fraternity -

 

Having instilled in the minds of the Candidates our ideals and objects, Guide you may remove the blindfolds from their eyes, for we believe that nothing will supplant the things they have learned.

 

GUIDE OR LEADER removes blindfolds.  The LEADER shall put a pin on each Candidate.

 

 

LEADER: You shall now be known as recruits of Sigma Phi Delta Fraternity and shall wear this pin.  Congratulations!

 

Exhibit 3

 

Sigma Phi Delta Engineering Fraternity

Requirements for Installation of a New Chapter at B.U.E.T.

 

·         Elected Officers: Must have elected officers.  Secretary must file form 19 and send to the National Officers specified. Form will be provided to you via electronic file from GVP.

·         Weekly Interest Group Meetings: Interest group must hold weekly meetings during the academic year.  The secretary is to take meeting minutes and provide those to the ED and GVP on a weekly basis (via e-mail) within 1 week of the event.

·         Faculty Advisor: Acquire a Faculty advisor(s). Must present his resume/Bio with the Petition to Charter.  The Faculty advisor will be initiated with the chapter at the chapter installation.

·         University Recognition: Acquire University recognition.  Must have documentation present in Petition to Charter, or letter of acceptance as a student organization.  Must apply as an active student organization with the university office of Student Affairs

·         University Accreditation – The chapter must submit information regarding accreditation of BUET as and Engineering Institution.  In the United States, ABET (www.abet.org) accredits engineering programs to a demanding standard.  If no accreditation is available, then the interest group must submit documentation showing that the level of Engineering Education is acceptable to Sigma Phi Delta.

·         Written Recruitment (Rush) Plan in Action: A written rush plan is required. (Must be included in Petition)  Rush events are held according to the plan to gain additional membership.  Document events schedule, attendance, and positive feedback, any additional members and any “lessons learned”.

·         Professional Program: Must hold at least one professional event prior to Chartering.  This event must be documented and reported to the EPC, GVP and GP via a report after the event.  The report should contain the time, location, even type (plant tour, speaker, etc) and number of attendees (interest group members and others).  Remember a ¾ membership turnout is the minimum requirement for a professional practice to constitute as legitimate.  Should make every attempt coordinate the professional, practice around the Engineering Freshmen (first year student) Orientation so as to benefit from its recruitment potential.

·         Interest Group by-laws: The Group’s by-laws must be present in the Petition to Charter.

·         Membership: Must have the minimum required number of members. (10)

·         Organization Bank Accounts: Set up Organizational banking account.  Must hav