FINAL MINUTES

SIGMA PHI DELTA FRATERNITY

SUPREME COUNCIL MEETING

December, 16, 2001, 6:00 PM PST

 

CALL TO ORDER: The on line meeting of Sigma Phi Delta Fraternity Supreme Council will be called to order on December 16, 2001 at 6:04 PM PDT

 

ROLL CALL:

Supreme Council Members:

·        Grand President Paul Lindner

·        Grand Vice President Keith Hileman (Absent)

·        Executive Director Bob Featheringham

·        Communications Director Burt Wagner 

·        Eastern Province Councillor Mike Votaw  (Absent)

·        Western Province Councillor Kevin Oldknow (Absent)

·        Central Province Councillor Mike Stelzner

 

Non Supreme Council Members attending:

·        Treasurer and Information Systems Manager Ed Hurst

·        Communications Director-elect Alix Minden

·        Western Province Secretary John Tighi

·        Chief Engineer Delta Chapter Ian Santarinala

·        Chief Engineer Eta Chapter Steve Mascheri,

 

A quorum was present to allow the conduct of business.

 

APPROVAL OF MINUTES:

Minutes of Supreme Council Meetings of Minutes of the November 18, 2001, Supreme Council meeting were approved in accordance with the Fraternity’s review and approval policy.  They were posted to the Fraternity’s web site on December 1, 2001.

 

OFFICER REPORTS: Officers report the following:

 

Grand President: Reported the following:

1.    Alpha Visit Report Monday November 19th at 8:00 PM: All members are committed to attending the Province Retreat. They have also agreed to pay $40 each toward the cost of the retreat.  This was voted on and approved by the chapter. The Chapter Health Evaluation form was used in the evaluation, and they are in the Yellow Zone overall. Alpha completed all forms and wrote checks for all dues and initiations owed while Lindner was there. (Treasurer Hurst took an action to determine where Alpha’s [and Theta’s] checks are, as it is nearly a month since they were sent in.) GP Lindner stated that he liked the attitude and the cleanliness of the house.

2.    Transfer of GP Office-Report on preparedness. GP Lindner stated he will meet with GP-elect Troy in the next week or so to transfer GP files.

 

Grand Vice President:  No report.

GP Lindner reported that GVP Hileman had picked up the Chi Paraphernalia.

 

Executive Director: Reported the following:

1.    Sent December Birthday cards (310).

2.    Sent Official Ballots to General Convention for December “virtuous manhood” vote to change Object.

3.    Coordinating with Orion Offset awaiting delivery of Castles for bulk mailing.

4.    Bulk mailed Eta newsletter

5.    With respect to Jewelry GP and SC keys, he will poll officers to determine who needs them.

6.    Reported that Eta Chapter sent in a letter protesting the “virtuous manhood” vote on Parliamentary Procedures grounds.  They believe that the amendment they offered has precedent and should be considered before the vote on the main motion. Their proposed amendment is to change "Virtuous Manhood" to" Manhood under God.” They stated: “Our rationale for this is that we do understand what National is trying to do as far as expansion is concerned and we do not want to hinder this; however, it is the feeling of Eta chapter that God should not be removed from the Object. We believe that this wording would be an appropriate compromise and not stray too far from the current values within the Object.”  GP Lindner stated that Eta’s proposed amendment had been e-mailed to all General Convention members (national officers and all active and alumni chapters) and none had come forward to second it.  Brother Santarinala stated it would be impossible to get a second before the vote closed on 31 December, because all Chapters were essentially closed for the holidays. Steve Mascheri, Chief Engineer, Eta Chapter joined the discussion to restate Eta’s case and stated Brother Huber, Eta’s former chief was probably unaware that he needed a second.  After lengthy discussion, the Parliamentarian ruled that to be considered, the amendment offered by Eta had to be accepted by the original mover, GVP Hileman, as a friendly amendment, and it was not; or, it had to be seconded by another member of the General Convention, which it was not.  Therefore Eta’s proposed amendment was not appropriate business before the General Convention, and did not require further consideration by the Supreme Council. GP Lindner stated that Eta could still bring their motion before the General Convention, irrespective of how the current vote on ‘virtuous manhood” turned out.  Brother Mascheri stated that he believed this course would work best, under the circumstances.

 

Treasurer: Reported the following:

1.    November Financial Statement was posted to the Web site on 11/29.

2.    Alpha and Theta dues situation. Need to track down their checks; delinquencies will not vote on “virtuous manhood” question.

 

Communications Director: Reported the following:

1.    Castle has been printed, but there was a couple of days' holdup because printer forgot to staple it.  The printer will pick up the cost of wafer-sealing because of this, which will save us several hundred dollars.

2.    Castle will be mailed to ED Featheringham, bundled and sorted, and all he has to do is drop it off at the Toms River post office.

3.    The pictures were one of the big causes for the delay.  Because format was switched to prints from slides, they were not as easy to get the hi-resolution scans needed.

4.    Will work off-line with incoming CD Minden to transfer files.

5.    Form 1’s held by CD are meant to be held by Circulation Manager.  That job is now performed by the ED; therefore, the Form 1’s can be destroyed, if they are not needed by Treasurer

6.    Administrative access to database is also intended for Circulation Manager; therefore, that capability will not transfer to the incoming CD.

7.    Castle mailing will not be put off until after Christmas, but will be done expeditiously.

8.    Editors Note:  There was no discussion on the disposition of the RITUALS, but at the September SC Meeting GP Lindner established the following policy regarding the RITUALS:

·There should be no electronic copies of the ritual except the one that Communications Director Wagner, Communication Director-elect Minden and GP Lindner have.  SPD never intended for it to be distributed electronically to any individual.  SPD needs to get all electronic versions floating around under control and destroyed.

·No member of the Fraternity, except for the Comm Director, Exec. Dir., and the GP should have an electronic copy. SPD will mail out any copies that chapters need, certified mail, of course.

·GP Lindner directed CD Wagner to please make sure that the current copy is password protected and send a copy separate of the password to ED Featheringham and GP Lindner.

 

Western Province Councillor: Report was sent in by e-mail.  Key business items include:

1.  Theta Chapter Visitation - Details are in the report that was sent

out last week.  The chapter is doing well in general - obvious areas for

improvement include communications with National and academics to some

degree.

 

2.  Dues Situation - Theta and Alpha reported that the dues were sent immediately following the Chapter visitation.

3.  Western Province Retreats - Vancouver is locked and loaded, with a

50% deposit paid to Evans Lake.  Invitations sent to Theta/Vancouver Alumni,  Alpha/LA Alumni, and local AOE actives/alumni. So far three Alumni and three AOE guests confirmed (in addition to Actives/Pledges), as can be seen at

http://www.sigmaphidelta.org/wpretreat/spdvanretreat2002.html.  Still finalizing the location for LA, but known details and invitations

have also been sent out to SPD and AOE members.  Hope to finalize all

details in the next 1-2 weeks, and these will be reflected at

http://www.sigmaphidelta.org/wpretreat/spdlaretreat2002.html.

 

Central Province Councillor:

1.    The chapters have finished their semesters. There are new officers, but communications were maintained to insure that there was no loss of information for this transition.

2.    Eta housing situation: They have pulled in some heavy hitting alumni to discuss this with the school administration, a meeting with these alumni, the Eta Chief and the top administration at Marquette has been setup and will be happening within a few days.

3.    As for the other chapters, “no news is good news.”

4.    The Central Province Retreat (CPR) is set and ready to go. All things have been reconfirmed from the hotel to the bowling. AOE invitation to the CPR was retracted; better results can be achieved with just the actives and/or alumni. Retreat web site is: http://retreat.wizzbert.com/

5.    Three informal online meetings with the Central chapters were held. This was found successful and the chapters agreed to continue the forum into the next year. Phi was the only chapter that had a problem actively attending the meetings, but that should be corrected next term.

 

Eastern Province Councillor:  No Report

 

COMMITTEE REPORTS: Committee Chairmen report on the following:

 

Expansion: (Hileman). No Report

 

Chapter Health: (Troy) No Report

 

Publications: (Troy) Pledge Manual update. Manual of Procedures update. No Report

 

Leadership: (Lindner)  Will coordinate next meeting with Troy who will send out invitation.

 

Fund Raising. (Featheringham) 4200 +/- Appeal letters sent on 11/30.  Awaiting responses.

 

Engineers United. (Lindner), Someone is needed to run with this project; need to move it to the next stage.  Will probably hand this off to Troy.  Coordination meeting with AOE is slated for January.

 

Merchandise. (Lindner) On-line Store status: Have new catalogue from vendor. Will pass this project on to Exec Dir.

 

Convention. (Featheringham) 35th Convention dates? Contacted Event Planning office at University of Illinois; awaiting formal proposal.  Working dates are July 17-19 or 24-26 2003 .

 

ISM Search: (Hurst) Need ISM candidates recommendation. GP Lindner will appoint the new ISM as soon as Hurst makes the recommendation; ED F’ham will send out an appointment letter

 

Province Retreats (Votow). GP Lindner stated that Formal Province Meeting including the vote for officers must be part of the retreats. This is very important.  As the Fraternity will not have a separate Joint Province Convention in the summer.  GP Lindner stated he’d send CPC Stelzner information on this; Brother Santarinala agreed to help CPC Stelzner run this portion of the retreat.

·        Central Province – Ready to go; web site is http://retreat.wizzbert.com

·        Western Province – Vancouver retreat scheduled for weekend of Jan 19 at Evans Lake Forest Education Center outside Vancouver. See web site: http://www.sigmaphidelta.org/wpretreat/spdvanretreat2002.html

·        Western Province – Alpha’s retreat will Feb 16th near LA. GP Lindner is helping find the right place, perhaps a Boy Scout camp. Members from each chapter are invited to join the other chapter's retreat . See web site:   http://www.sigmaphidelta.org/wpretreat/spdlaretreat2002.html.

·        Eastern Province – Looking at Pennsylvania.  EPC checking to see if they allocated more money in the budget for the retreat using increased province dues. No new update.

 

OLD BUSINESS: The following Old Business was be addressed:

 

Budget Rental Car Accident Status. No action

 

2001-2002 Internships and Scholarships  No action

 

Nomination for Sigma Phi Delta Foundation Board Vice-Chairman. This position, currently held by Brother Gary Ray, becomes vacant on 31 December 2001.  There were no nominations.  GP Lindner will discuss this with GP-elect Troy.  When the position becomes vacant the GP, with SC concurrence, can appoint someone to the position.

 

Forum to discuss the “Virtuous Manhood” Proposed Amendment to the Object and Constitution. – Forum up and running; voting closes 31 December.

 

BUET Alumni Advisor. Grand President needs to talk off line to GVP Hileman before finalizing the appointment of Brother Don Nash.  No Action

 

Action Item Recapitulation from 11/18/01 SC Meeting  (√=completed item. Italic=carryover from last month)

 

Featheringham:

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

·        Develop National Officer Contact List

 

Hileman:

·        Reschedule IPFW meeting.

·        √Pick up Chi paraphernalia.

·        Keep SC informed of Budget Rental Car accident claim status.

 

Hurst:

·        Seek availability of .net for sigmaphidelta domain.

·        Contact Brother Carlo Mejia (Alpha Alum and owner of sigmaphidelta.com) to make sure nothing "bad" happens to it.

·        Set up area of web site that can be accessed by Pledges.

 

Lindner:

·        Convene Women in Engineering Committee meeting

·        Discuss Brother Nash pending appointment as BUET Alumni Advisor with Hileman and finalize selection.

·        √Meet with Troy to transfer GP files.

·        √Discuss dues situation with Alpha during 11/19 visit.

·        Pass Merchandise project to ED.

·        Coordinate Leadership Committee meeting with Troy

Minden:

·        Send in Form 17 for$25.00 Reimbursement of special RITUAL paper order. Paper and receipt were delivered to ED from Kappa on 12/13.

 

Oldknow:

·        √Research on-line forum for “Virtuous Manhood” discussion with Chapters..

 

Stelzner:

·        √Research on-line forum for “Virtuous Manhood” discussion with Chapters.

 

Troy:

·        Complete Pledge Manual Updates and post to web.

·        Complete Manual of Procedure Updates and post to web.

 

Votaw:

·        Eastern Province Retreat Report

 

Wagner:

·        √Produce Castles

 

NEW BUSINESS:

 

Disposition of Excess Merchandise:  ED moves to dispose of certain excess merchandise:  Approximately 50 ball point pens, 30 outdated Pledge Manuals (now maintained on web), 1000 “What Fraternity” booklets (now maintained on web).  Also move to provide (at Province Retreats) 500 excess logo magnets to Chapters for their use in Pledging. One or two copies of each will be maintained in ED files for archival purposes. Motion, seconded by CPC Stelzner, passed.

 

Acknowledgement of Service: Sense of the Council Resolution passed unanimously:

 

The Supreme Council expresses its gratitude and thanks to outgoing Grand President Brother Paul Lindner for his ten year’s service as a National Officer and his stewardship, vision, and leadership as Grand President. 

 

The SC welcomes incoming Grand President Brother Derek Troy and wishes him well in this position of leadership and responsibility.

 

The SC expresses its thanks to WPC Brother Kevin Oldknow for his service and welcomes incoming WPC Brother Darren Farnworth.

 

The SC expresses its thanks to CD Brother Burt Wagner for four years of service and welcome Brother Alix Minden to the office.

 

Other New Business Items.  None offered.

 

NEXT MEETING: 

The next SC meeting will be on January xxh 2002 at 6:00 PM PST; it will be set by incoming GP Troy.

ADJOURNMENT:

There being no further business, the meeting adjourned at 7:22 PST.

 

ACTION RECAPITULATION:

 

Featheringham:

Poll SC members to see which ones need Jewelry keys.

Send GP Key to GP-elect Troy

Dispose of excess merchandise

 

Hurst:

Verify Alpha and Theta dues were mailed.

Make ISM recommendation to Lindner.

 

Lindner:

Meet with Troy to coordinate transition of office and pass file

Discuss Gary Ray opening on Foundation Board Trustee

 

Oldknow/Farnworth:

Ensure Province Business is included in EP Retreat Agenda

 

Stelzner:

Ensure Province Business is included in EP Retreat Agenda

 

Votaw:

Provide Eastern Province Retreat Report.

Ensure Province Business is included in EP Retreat Agenda

 

Wagner:

Transfer Castle files to CD-elect Minden

Transfer RITUALS in accordance with policy cited above.

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