CALL TO ORDER: The on line meeting of Sigma Phi Delta Fraternity Supreme Council was called to order on August 20, 2002, at 6:00 PM PST, Grand President Derek Troy presiding.

ROLL CALL:
Supreme Council Members:
1. Grand President Derek Troy
2. Grand Vice President Keith Hileman (Absent)
3. Executive Director Bob Featheringham
4. Communications Director Alix Minden
5. Eastern Province Councillor Mike Votaw
6. Western Province Councillor Darren Farnworth (Absent)
7. Central Province Councillor Mike Stelzner

Non Supreme Council Members attending:
· Treasurer Ed Hurst
· Information Systems Manager Golam Bokhtier
· Vancouver Alumni Secretary Ed Gin
· Omega Active  Brother Christian Hartwig

A quorum was present to allow the conduct of business.

APPROVAL OF MINUTES:
Minutes of the July 16, 2002, Supreme Council Meeting were approved in accordance with the Fraternity’s review and approval policy.  They were sent to the ISM for posting to the Fraternity’s web site on August 1, 2002, and subsequently posted.

OFFICER REPORTS:

Grand President: Reported on the following:
1. Star issue being planned. ED Featheringham is preparing an article or on results of the fundraising campaign.  GVP Hileman is preparing an article on the Efficiency Contest results.  GP Troy will write an article on the State of the Fraternity.
2. Reiterated his policy of having Supreme Council members submit expense report for under $1000 directly to Treasurer Brother Ed Hurst for reimbursement, with a courtesy copy of the Form 17 being sent to Brother Troy as an e-mail attachment.

Grand Vice President: Reported on the following: Absent; no report.

Executive Director: Reported on the following:
1. Certificate of Revivor for Articles of Incorporation: Brother Bob Beals supplied Treasurer Brother Hurst with the required tax statement data; Treasurer Hurst will complete the Forms and send them to the California Franchise Tax Board (FTB). The accountant sought another extension to October.
2. The Patent and Trademark Office reported that they could find no record of our previously recorded marks.  Brother Gavronski recommends that we just file for new marks, pending a bit more investigation on his part.
3. Mailed August birthday cards: 305 US; 29 Canada; 2 other.
4. Worked directly with Theta, Phi, and Psi to get spring 2002 delinquent dues paid. At this point all are paid, and Phi will submit its delinquent Form 22 after fall classes start.
5. Paperwork is still incomplete for Epsilon’s fall 2001 Pledge Class (Forms 1, 20 [with check] and Form 21.)
6. Ballots were prepared for upcoming General Convention mail votes and will be mailed this week:
· Constitution
· BUET Petition
· International Issues (Expand focus from North America to world and allow for ABET waiver.)
· Board of Trustees (Eliminate restriction on more than two members being from same active chapter and require elected members to be graduated five years.)
· Statutory Code
· Eliminate Provinces as a level of government; only duty of Province Convention will be to elect Province Councillor.)
· Select Logo design.
7. Researching cost of a National Liability insurance policy.
8. Put 34 new Brothers on the rolls of the Fraternity; these were initiated since January 2002.

Treasurer: Reported the following:
1. Combined July/August 2002 Financial Statement will be posted to the Web in September.
2. Theta, Phi, and Psi spring 2002 dues now paid. Phi still needs to submit its Form 22.
3. Documentation for California FTB cannot be completed until a unified fraternity/trustee 2001 end-of-year statement is completed.  Our accountant will wrap up the (IRS and FTB) material this week.  (He filed for a second extension on the IRS return, so it's now due in October.) The forms will be sent to FTB subsequently.
4. Delta Active Intern Brother Jeff Leesman is working on automating forms. He is converting most Fraternity Forms to HTML, allowing online submission.
5. As to automating payments, Brother Hurst reported that half the time the Chapters are mailing checks to ED F’ham, half the time to himself, and some checks are not being received at all. To alleviate this situation, he reported on his project to use the on-line service PayPal to simplify the transfer of dues and jewelry order payments, by bringing it all online in conjunction with automated Form submission. He is setting up a PayPal account linked directly to the Fraternity’s checking account, and will ask all Chapters to also establish a PayPal accounts, linked to their local checking accounts.
 

Communications Director: Reported the following;
1. Deadline for Articles for fall 2002 Castle was sent to all Chapters and Officers.
2. The Statutory Code should be amended to require mailing the Castle in October, rather than September; there is insufficient time to produce a quality product from the time all schools begin fall classes and the end of September deadline.

Western Province Councillor: Reported the following via an attachment to e-mail:
1. Active Chapter Issues/Reports: No issues; things are quiet in the summer.
· Theta
· Alpha.
2. Alumni Chapter Issues:
· Alpha Alumni held its elections this spring. They have not submitted a Form 26.
3. Chapter Visit Planning: Will visit Alpha and Theta.
4. Rip, Off Trophy Status: No new information.

Central Province Councillor: Reported the following:
1. Active Chapter Issues/Reports:
· Delta, no issues.
· Epsilon’s paperwork for fall 2001 Pledge Class is incomplete.
· Eta, no issues.
· Phi, no issues.
2. Alumni Chapter Issues: None.
3. Chapter Visit Planning. CPC-elect Brother Hayes will do the spring 2003 visitations.
4. Rip Off Trophy Status: No new information.

Eastern Province Councillor: Reported the following:
1. Eastern Province Retreat report will be posted to the web site.
2. Active Chapter Issues: None; quiet summer
· Kappa
· Psi
· Omega
3. Alumni Chapter Issues: None.
4. Rip Off Trophy Status. Kappa is working on theirs; no other reports.
5. Chapter Visit Planning: Planning all three chapters for fall 2002 visits.

COMMITTEE REPORTS:

Expansion: (Hileman). No report.

Publications: (Troy)
1. Pledge Manual was posted to web at http://www.sigphi.org/pledgemanual/.  The user name is “Pledge” and the password is the last name of our first member.
2. Additionally, Brother Troy’s goal is to provide each pledge his own paper copy of the Pledge Manual as a keepsake, with personal notes and memorabilia. A paper copy, in three-ring binder form, will be provided to the officers for comment and discussion purposes. The printing of the initial proof copy is 75 per cent complete.

Fund Raising. (F’ham) Nothing to report.

Engineers United. (Troy) Need to schedule our semi-annual meeting with AOE for October.

Merchandise. (F’ham) Logo candidates to be voted on by General Convention.

35th General Convention. (F’ham) Nothing to report.

OLD BUSINESS: The following Old Business was addressed:

Budget Rental Car Accident Status. Nothing to report.

Rip Off Trophy. No pictures of chapters’ individual trophies are posted on the web yet.

Acrobat Reader Purchase.  Grand President Brother Troy directed Treasurer Brother Hurst to hold off on purchasing the software until the Intern has progressed to the point where he needs it to complete his work.

Discussion of Pending Vote by General Convention:
The ballots were approved as drafted.  They will be mailed by August 23rd, certified return receipted and must be return post marked by 30 September.

Action Item Recapitulation from 06/18/02 SC Meeting  (?=completed item. Italic=carryover from last month):

Bokhtier:
1. Put Rip off Trophy pictures on web in location where Pledges can view them.

Farnworth:
1. Check fall schedules and plan fall visitations accordingly.
2. Get pictures of Chapters’ Rip-Off Trophies and provide them to ISM for posting on the web.
3. Follow up with Los Angeles Alumni Chapter to be sure Form 26 is sent to National Office.

Featheringham:
 

Hileman:
1. Reschedule IPFW meeting for Lambda reactivation.
2. Keep SC informed of Budget Rental Car accident claim status.

Hurst:
1. Seek availability of .net for sigmaphidelta domain.
2. Contact Brother Carlo Mejia (Alpha Alum and owner of sigmaphidelta.com) to make sure nothing "bad" happens to it.
3. Complete Tax Forms for and send Tax information to California Franchise Tax Board.
4. Write Purchase Order for PC version of Adobe Acrobat Writer

Minden:

Stelzner:
1. Check with Epsilon to determine status of Fall 2001 Pledge class paperwork (Forms 1, 20 [with check], and 21)
2. Check with Phi re: status of Form 22 to support spring dues payment.
3. Get pictures of Chapters’ Rip-Off Trophies and provide them to ISM for posting on the web.

Troy:
1. Print copy of Pledge Manual for officer review.

Votaw:
1. ?Post Eastern Province Minutes/Report on the web.
2. Get pictures of Chapters’ Rip-Off Trophies and provide them to ISM for posting on the Web.

NEW BUSINESS:

Chapter Book Scholarship: CPC Brother Stelzner moved to postpone discussion of the book scholarship for the 2002 school year until next month.  He needs time to get the opinion of his chapters, especially Eta, on their need.  Brother Minden seconded the motion and it carried unanimously.

Chapter Visitations Schedule: The following is the current schedule of Chapter Visits for the 2002/3 school year. Brother Troy stated that he and Brother Farnworth still have to coordinate visits to Alpha and Theta.

Change Statutory Code Requirement for Mailing the Castle.  CD Brother Minden brought to the SC’s attention that currently the Statutory Code of the Fraternity requires the Castle to be mailed in September and February.  This allows insufficient time to get articles from the actives, who are just returning to school, and still produce a quality document (get it written, edited, reviewed, printed, and mailed) in the month of September; October would be a better time.

ED Brother Featheringham moved to change Article 56 Section 203 to require the Castle to be mailed in October, rather than September; Brother Minden seconded.  During discussion Brother Gin asked if there’d be enough new material to warrant publishing the fall issue in October and follow on with a winter issue in February.  Brother Minden stated that the intent is to get material for each semester, and that this change would only affect the mailing date, not the timeliness of the material. Brother Votaw stated that a committee needs to review overall content of Castle to be sure it is meeting its intended purpose.  The motion carried unanimously.
 

NEXT MEETING:
The next SC meeting will be on September 24, 2002, at 6:00 PM PDT.

ADJOURNMENT:

There being no other business, the meeting adjourned at 6:50 PM PDT.
 
ACTION RECAPITULATION: Actions resulting from the meeting:

Bokhtier:
Post proposed changes to Constitution and Statutory Code to web
Post logo candidates to web.

Farnworth: No new actions.

Featheringham:
Provide Constitution and Statutory Code proposed changes and logo candidates to ISM.
Provide change to Statutory Code Article 56, Section 203 to ISM, per tonight’s vote.
Contact AOE re: October coordination meeting.

Hileman: No new actions.

Hurst:
Supervise Intern’s efforts in forms and payment automation projects.

Minden:
Publish and mail fall Castle in October.

Stelzner: No new actions.

Troy: No new actions.

Votaw: No new actions.

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