Sigma Phi Delta Fraternity
Vancouver Alumni Chapter

Meeting minutes for March 26, 2004 - Alumni General Meeting

Location: Theta Chapter House of Sigma Phi Delta, Vancouver

Present: Kevin Deane-Freeman (President), Andy Gal (Vice President), Brent Dozzi (Treasurer), Tyler Borges (Social Coordinator), Shaun Hodgins (House Manager), Edmund Gin (Secretary), Darren Farnworth (Western Province Councillor), Ron Byrne, Sean Grant, Chris Baker, Steve Ip.

Guests: Chris Penniston (Past President, Theta Chapter), Robin Bruce (President, Theta Chapter), Ian McKechnie (House Manager), Alex Kelada (Assistant House Manager), Derick Siu, Andrew McGechaen.

As a quorum was achieved, the meeting was called to order at 7:11pm.

Executive Reports:

President
- Introduction of members present
Vice President
- Happy to see that Playboy subscription still going to the House
Treasurer
- Explained position, accounts, bill payments
  - Operating account pays for dues, operating expenses
  - House account pays for taxes, insurance, other utilities
  - Maintenance account pays for emergency House maintenance expenses (funded by donations)
- Explained financial statement
  - Operating account
    - collected approx. $100 in donations
    - Christmas Social broke even (usually makes money)
    - National Dues will wipe out account
  - House account - negative balance because haven't collected from House yet
  - Maintenance account
    - Explained Ethical fund
    - Ethical fund made approx $213 this year (as at Dec/03)
  - Net balance of bank account on Balance Sheet
  - Discussed assets and disposition of assets should the Chapter no longer exist as a society
- AGal asked about "Heritage" classification (how many years?) - concensus was that Heritage status is applied for
- Motion to adopt financial report - Moved: DFarnworth, Seconded: SHodgins - Unanimous
- After election of officers, need to fill out societies form
Social Coordinator
- Congratulations to Actives for successful Green Slime
- Pub Crawl coming up, tabled until later in the meeting
- Christmas Social - 4 potential hosts
Secretary
- Was contacted by Roy Mitton about old (draft) ritual book that was found in IEEE archives at BC Hydro - picked up at Iron Ring briefing at UBC, presented to the membership at this meeting, will place in Vancouver Alumni Chapter archives
- Received letter from National re: 80th Anniversary
- Submitted Chief's Bursary applications presented to the membership at this meeting for examination
House Liaison
- House is still standing
- Wanted to prepare a report but wasn't able to
House Manager
- House accounts are in surplus situation
- Two non-members living in House at the moment
- House dish program implemented (each room has its own set of marked dishes)
- House pharmacy program implemented (an ounce of prevention...)
- Satellite system to be installed in place of cable
- Power savings program in effect
- New Additions to House
  - fan
  - couches and chairs
  - table
  - Pledge project (sign on wall facing stairs)
  - fire extinguishers everywhere, fire panel to be installed over the summer
  - plans for renovations - although main hindrance is House debt by Alumni members (around $17000)
- Back rent
  - Biggest single amount is around $4000
  - would like to transfer responsibility of collections to Alumni Chapter
- Increased rent to $300 per month ($500 per month, food inclusive)
- AGal asked about budgetting for Alumni House account expenses - IMcKechnie reported around $6000, AGal suggested budgetting for $7000
- 5 minute break announced due to appearance of Guinness - thanks SIp
- Wants to know about title - SHodgins will look into it
- House trim - no more red (except basement), refinishing the door, deck/stairs
- Rest of report tabled until later

Newsletter

KDeane-Freeman mentioned that it's a little early to be discussing the newsletter, but it's important to keep it in mind so that this publication can go out in time.

Pub Crawl

TBorges reported that there will be one this summer, date to be determined pending discussion with Justin Malcolm, or perhaps getting a copy of his key. Route has been optimized, no changes needed. Transportation is always an issue - TBorges requested ideas. 15-seat bus? Big van? TBorges will look into this issue.

Mail Server

As last Secretarial duty, EGin will port the theta-alumni mailing list to sigphi.ca server - new mailing list will be named vancouveralumni. This will hopefully take no longer than a couple of weeks.

Chief's Bursary

Tabled until later due to applications still being examined

Financing
KDeane-Freeman expressed concern about the financing of the Chapter. BDozzi mentioned, "If every member paid $5...". TBorges suggested having a telethon. KDeane-Freeman pointed out that situation would be worse if postage wasn't paid for out-of-pocket by EGin. AKelada asked what Alumni Chapter event was the best attended - response was the Christmas Social. RByrne mentioned the benefits of an Annual Golf tourney - increased frequency, potentially caters to a "different" crowd. BDozzi wondered about usage of credit card payment system - however, credit card companies take a cut of the payment. RByrne suggested a "central account" for collection of donations - someone (KDeane-Freeman/BDozzi?) mentioned National Office.
Chief's Bursary
KDeane-Freeman explained the Bursary's history, criteria. After much discussion, Brother Chris Penniston was selected as this year's recipient. Congratulations, Brother Penniston!
Elections
- President - KDeane-Freeman, CBaker nominated - KDeane-Freeman elected
- Vice President - AGal, RByrne nominated - AGal elected
- Treasurer - BDozzi, RByrne nominated - RByrne nomination withdrawn, BDozzi elected by acclaimation
- Social Coordinator - TBorges elected by acclaimation
- Secretary - SIp, SGrant, EGin nominated - EGin declines nomination - SGrant nomination withdrawn, SIp elected by acclaimation
- House Liaison - AGal, SHodgins nominated - SHodgins elected
- Alumni Nothing Man - RByrne elected by acclaimation
Congratulations to the new executives, and thanks to the outgoing executives for their service to the Chapter.
National Report
National has a new t-shirt - bastardized Fwat Rat used, general concensus was to boycott the new t-shirt. DFarnworth reported that Eta Chapter is almost in National's good books, Fuckheads are doing well, and the official visitation for Theta Chapter in a week - this is the official visitation for the Vancouver Alumni Chapter
Plans for House Renovations (House Manager Report, part 2)
- Tearing out upstairs closet, put in stairwell access to attic
- Washroom/Kitchen floors are water-damaged (not critical, but would be good to deal with)
- Redoing the electrical
- Soundproofing the basement (TBorges offered to help)
- Drywalling upstairs (in combination with the re-wiring)
- Painting indoor walls, chair rails
- Window project
Next meeting
As per usual time - Monday April 12th, 7pm.
Awards in Active Chapter - RBruce, Theta Chapter President
- Sports Award
- Academic Award
- House award for guy that best benefits House (Mary Gillespie Award)
There being no further business, the meeting was adjourned at 9:34pm.
Prepared by:
Edmund Gin
Secretary