Sigma Phi Delta Fraternity Vancouver Alumni Chapter

Meeting minutes for March 22, 2002 - Alumni General Meeting

Present: Kevin Deane-Freeman (President), Brent Dozzi (Treasurer), Edmund Gin (Secretary), Darren Farnworth (Western Province Councillor), Bryce Bendickson, Tyler Borges, Chris Baker.

Guests: Shaun Hodgins (House Manager-designate), Sean Masse, Chad Brown (House Manager), Peter Celler.

Apologies: Jan Erik Laursen (Vice-President), Martin Froehling (House Liaison)

As a quorum was achieved, the meeting was called to order at 7:15pm.

1. Soon-to-be Alumni

   Active members who are looking to graduate in this May's graduation session and were in attendance were welcomed. Those who showed up were Brothers Sean Masse (Mining), Chad Brown (Mech), and Peter Celler (Mech).

2. Executive Reports:
• Secretary
  • Newsletter is done and out.

• Treasurer
  • Financial statement done
  • Operating Account went from -$370 to +$500
  • First installment of property taxes paid
  • House costs are approx. $5k for taxes, approx. $2k for insurance
  • CBrown requested a copy of insurance policy
  • BD mentioned that annual discussion of insurance coverage might be prudent
  • Discussion ensued with regards to zoning (ambiguous information between City of Vancouver zoning and insurance coverage)
    • DF raised question if we were paying insurance for nothing
    • response was no: due to 3rd party liability coverage and reimbursement to purchase a new location should the unthinkable happen
    • Title search done by BD revealed that House and property belongs to the "Vancouver Alumni Chapter of Sigma Phi Delta Fraternity"
    • If property sold, we'll probably need a special general meeting of the membership to determine how to utilize funds
    • Title search also yielded that House is a "Single Family Dwelling" - assumption was that property was zoned "Commercial"
    • TB requested copy of title search and zoning documents, since he has contact who knows stuff about land title and zoning and can clarify for us
    • BD passed around an older version of insurance policy for inspection
  • This year to date, there have been $410 in donations to House Maintenance account
  • $650 was moved last year from House Maintenance account to Operating account to cover deficit
  • Ethical fund made interest: as of Dec 31/01, made approx. $430
  • Question raised by BB with regards to the amount of cost for earthquake insurance
  • Response was that it would cost about 100% more, but policy ends in June, so it can be reviewed at that time
  • BD mentioned that if someone had time, looking into investments might be a good idea (Brother Kevin Oldknow's name was raised)
  • BD requested the following be noted in the minutes: To make commitment to review investment portfolio, and assign someone to look into fund.
  • A suggestion was made to invite Brother Art Rennison to a meeting some time in the next year to ask for investment advice
  • DF suggested giving a copy of all documents to House Manager as a backup
  • BD passed around Financial Statement and Provincial "Society Report" for inspection
  • SM suggested TB should also get a copy of insurance policy

• President
  • Nothing to report
3. Pub Crawl

TB offered to run it again, stating that he still has a copy of last year's list. DF suggested the Avalon as a stop. PC suggested dropping the Seymour (Coachhouse?). Date was still to be determined - late July/early to mid August are the likeliest times. Start time will probably be from 11am, and run until whenever the Raven closes. Details to be finalized sometime in the near future. KDF suggested mid to late August.

4. Bursaries

KDF needs to dig up info with regards to the Abe Lighthall Bursary, since nobody at UBC Awards and Financial Aid/Development Office seems to be returning calls. It was previously mentioned that an option to have UBC publish and our Chapter to administer the award was brought up - KDF to determine whether this option exists and is available to us. With respect to the Chief's Bursary, a question was raised as to whether or not we should continue with it, and if so, if we should restructure the funding of it. Since we don't have to award it every year [it states so on the application we send out to the Actives], the general concensus was to keep it active, but evaluate strictly.

5. National Report

WPC DF reported that he received a call from a neighbour about certain incidents that happened recently. During the fact-finding discussion that followed, he also brought up the reality of the situation vs. the perception that people are getting.

In terms of news with regards to National, he announced that a logo contest was being held for all Active members, with $500 US going to the winner. Next year's General Convention was also being prepared, with Delta Chapter to host. The LA Alumni Chapter is about to undergo elections, and suggested that the good Theta Chapter relations with Phi Chapter was good news.

6. Alumni Owing Active Dues

This was split into two parts:

1. CBrown (as House Manager) pointed out that approx. $27k is owed to the House by Alumni members, with the largest amount being around $3k. House Manager will be pushing to collect a portion of it so that necessary House appliance purchases can be made.
2. Brother Ian McKechnie (Theta Chapter Business Manager), in a separate discussion with EG, mentioned that there were amounts from previous years dues that were unpaid, and that this was hindering the ability of Theta Chapter to keep their Active dues paid on time; thus EG brought this up at the meeting. A list of members with outstanding financial obligation to the Active Chapter was found, and those in attendance who still owed money were informed.
7. Old/New Business

   PC mentioned that during cleanup after a party, the Vancouver Alumni Chapter Charter was found. A suggestion was made to frame and post the Charter somewhere. KDF offered to purchase a frame as a donation to the Chapter, and have it posted in the House.

8. Elections
   • President - KDF elected by acclaimation

   • Vice President - Brother Jan Erik Laursen indicated via e-mail that he was interested in going for the position. He was elected by acclaimation

   • Treasurer - BD elected by acclaimation

   • Secretary - EG elected by acclaimation

   • Social Coordinator - TB nominated. There was a question as to whether or not Brother Heiko Epkens (current Social Coordinator) was interested in the position. Due to the fact that he was not contactable, and had left no instructions or statement of interest, it was assumed that he was not interested in standing for election. TB elected by acclaimation

   • House Liaison - CBrown nominated. Similar to the situation with the Social Coordinator, it was uncertain if Brother Martin Froehling was interested in the position. CBrown elected by acclaimation.

   Congratulations to the new executives, and thanks to the outgoing executives for their service to the Chapter.

9. Motions
   1. Moved: EG, Seconded: DF

   Be it resolved that: a set schedule of Chapter meetings (ie. the 2nd Monday of each month, etc.) be followed.

   Discussion:

   • it was noted that a regular schedule for meetings was a fairly good idea
   • people would know when and where meetings would be held
   • even if there was no business, an informal get together every month would be nice
   • during discussion, an informal schedule was agreed upon of:
     • first Monday of every month, an agenda or call for agenda items goes out
     • agenda items to be collected during the week
     • meeting happens on the second Monday of every month

   UNANIMOUS

10. Next meeting

    The next meeting was scheduled for April 8th, at the Elephant and Castle at BCIT, Burnaby.

    
    

    There being no further business, the meeting was adjourned at 9:10pm.

    Prepared by:
    Edmund Gin
    Secretary