Sigma Phi Delta Fraternity Vancouver Alumni Chapter

RE: Minutes of Annual General Meeting of March 20, 1998

Meeting at the Theta Chapter house at 7:30 PM. Attended by:
Vancouver alumni members - David Chwaklinski, Kevin Deane-Freeman, Brent Dozzi, Scott Groves, Andrew Happer, Brad Hawthorn, Rob McKay, Al Nemetz, Roger Pettersson.
Theta active members - Darren Farnworth, Michael Florendo, Martin Froehling (House Manager), Edmund Gin, Geoff Lester, Darcy Parker, Tony Snead.

AGENDA

1. Review of agenda
   
• The agenda was reviewed and it was noted that there was an item numbering error. This error was eradicated.
• Any additions/revisions were noted and are included in the transcription of these minutes.
2. Christmas Cocktail Party
   
• Scott Groves volunteered to host the party this year.
3. Notification of open positions
   
• Brad Hawthorn is stepping down from President.
• New Social Coordinator and House Liaison positions.
4. Introduction of upcoming graduates
   
• The active members who are graduating this year introduced themselves:
• Darren "Screeeeech" Farnworth: '98 MECH.
• Mike "2-Stroke" Florendo: '98 CIVL.
• Edmund "Ead" Gin: '98 CHEM.
• Geoff "Puppy Dog" Lester: '98 CHEM.
• Darcy "Crumpet" Parker: '98 MECH.
• Tony "Buffy" Snead: '98 CHEM.
• MF, EG, GL and TS all indicated that they would likely pursue career opportunities in Calgary, Alberta.
• Other active members who are graduating include:
• Jan "Kegger" Laursen: '98 ELEC.
• Christian Pederson: '98 MMAT.
5. Alumni chapter goals/purpose
   
• The following ideas were generated in an open discussion:
• Keep in touch with the active chapter.
• Assist new graduates to find jobs.
• Conduct a slide show or presentation for active chapter.
• Keep recent graduates involved to maintain a strong alumni chapter that will continue to grow.
• Organize an open house for alumni to meet students and for students to display their school projects.
• Keep track of Vancouver alumni (Theta chapter graduates).
• Manage the chapter house.
• Communicate with the National chapter.
• Post available jobs on National's web page.
• Ensure that recent graduates are not having problems adjusting to post-graduate life.
• Manage assets and finances of chapter.
• Organize Christmas Party and other social events.
• Hub for communication.
• Manage bursaries.
• Co-operative events between alumni and actives.
• In the past, the social event of the year has been the annual Christmas Party. However, older alumni have busy December schedules and find it difficult to attend the party.
• Most alumni can only afford the time to attend at most two events per year.
• Therefore, in addition to the Christmas Party, it was decided to have a summer BBQ as the second annual event.
• This event would be open to alumni, their families and active members. The event should be in June.
6. National Convention (July 30th to August 3rd, 1998)
   
• UBC Totem Park residence will be used to house delegates.
• Justin Malcolm has reserved rooms on campus for meetings.
• The banquet will likely be at the Botanical Gardens.
• BH is writing a half-page article in The Castle about the convention.
• A rendition of this article should be submitted to APEGBC's Innovation magazine.
• Chapter delegate nominations:
• Brent Dozzi
• Scott Groves
• Brent Dozzi elected as delegate with no objections.
7. Financial report
   
• The Canada Trust account is comprised of three sub-accounts:
• Alumni operating account: ~$440
• House account: ~$0
• House Maintenance & Improvement Fund: ~$1000
• Money market Ethical mutual fund: ~$11,000
• The 1997 Christmas Cocktail Party paid for its own expenses.
• Annual operating costs of the alumni account are about $400 to $600.
• Alumni donations over the $20 dues were deposited into the House Maintenance and Improvement Fund.
• Should our chapter become a non-profit organization? There are three types of organizations:
• Charitable organization (e.g. Red Cross)
• Public foundation with board of directors (e.g. Vancouver Foundation)
• Private foundation which donates to the government and charities.
• KD to inquire into how Alpha Omega Epsilon are being established as a non-profit organization.
• A small committee appointed by the executive is required to investigate best methods of investing the House Maintenance and Improvement Fund money.
8. Dues vs. donations
   
• About $15 to $20 is required each year from the approximately 35 active alumni members for the chapter's operating expenses.
• Should the present dues system become a voluntary donation?
• Should there be a tiered membership system? The general response was: NO!
• The alumni members range in age from 22 to 82 years old. There are differing interests. The chapter does not want to lose the old-timers, so we should keep sending them newsletters. The main reason that older alumni come out to events is to see their old school buddies.
• Alumni members could be notified of the average donation made last year and ask them for a voluntary donation this year.
• The term "dues" connotates certain privileges with membership. However, the term "donations" does not impress upon the members that they should be receiving anything in return.
• A letter should be sent out indicating the repairs that will be required for the chapter house. This could invoke the members to donate money.
• A building inspector should be hired to inspect the chapter house in order to determine the repairs and upgrades that are required in the near future. Therefore, the funds required in the next few years can be assessed.
9. Bursaries
   
• Presently, the chapter is financing two bursaries:
• Abe Lighthall bursary: $150 to a UBC male engineering student. Awarded by UBC.
• Mary Gillespie Memorial Achievement Award: $150 to an active fraternity member who exemplifies fraternal involvement, scholastic achievement and financial need. Awarded by Vancouver Alumni Chapter.
• The alumni chapter has no input on who receives the Lighthall bursary. Should the award be pulled from UBC so that the criteria can be redefined and the chapter can decide on the recipient?
• If the Lighthall bursary is detached from UBC, should the money be lumped together with the Mary Gillespie Award?
• The general consensus was that the memory of Abe Lighthall should not be discontinued. However, the recipient of the bursary should be somewhat involved in the engineering clubs.
• UBC should be contacted to determine the possibility of changing the criteria for the award.
• AN offered to pay for this year's Lighthall bursary. His foundation can donate to UBC.
• (Addendum note: AN has offered UBC a lump sum of $5000 in order that the Lighthall bursary can perpetuate from the accrued interest. The award's value would increase to $300 and the alumni chapter would no longer be required to pull $150 from the operating account each year.)
10. Calgary alumni chapter
    
• This topic tabled to convention.
11. Summer BBQ
    
• This topic tabled to executive meeting.
12. Chapter house report (Martin Froehling)
    
• Roof looks okay now, but requires a thorough inspection.
• South siding needs repair, downstairs fan needs replacement, siding on shed needs to be installed and upstairs bathroom needs cleaning.
• Kitchen and downstairs bathroom have recently been refinished.
• Work party tomorrow.
• A biography of the "Chief" should be written. Alumni from each era is requested to write about the "Chief".
13. Web page
    
• Presently, alumni biographies are included as part of the Theta web page.
• National has permitted the Vancouver alumni chapter to have a page on the national web site.
• Theta chapter house is getting a permanent internet connection.
• This permanent connection would facilitate each alumni member getting their own permanent email address. Incoming email can be rebounded to another address if required.
• Therefore, the alumni chapter's web page could ultimately be at the chapter house.
14. Elections
    
• President nominations:
• Scott Groves - did not accept.
• Andrew Happer - did not accept.
• Roger Pettersson - accepted.
• Kevin Deane-Freeman - accepted.
• Rob McKay - did not accept.
• Kevin Deane-Freeman elected as President.
• Social Coordinator nominations:
• Heiko Epkens - not present, but willing to do job.
• Election tabled to executive meeting.
• House Liaison nominations:
• Roger Pettersson - accepted.
• Roger Pettersson elected with no objections.
15. Old Red/New Red
    
• Tuesday March 31st at Cecil Green Park at 7:00 pm.
• Contact Ronaye Beck for more information.
• Open microphone available for alumni storytelling.
16. Country Cheeze Pub
    
• This event is sponsored by SPD and AOE.
• Being held right now at the Cheeze.
17. Meeting adjourned
    
• BH entertained the motion to adjourn. Motion was passed at 10:22 pm.

The minutes above are correct to the best of my knowledge.

Andrew Happer
Vancouver Alumni Chapter Secretary
Sigma Phi Delta Fraternity