Final Minutes

 

Sigma Phi Delta Fraternity

Supreme Council Meeting

On

34th  Convention Wrap Up/35th Convention Kick Off  

At

Kappa Chapter House

July 22, 2001

 

Attendees:

 

Supreme Council members present:

 

Grand President Paul Lindner

Grand Vice President Keith Hileman

Executive Director Bob Featheringham

Western Province Councillor Kevin Oldknow

Central Province Councillor Mike Stelzner

Eastern Province Councillor Mike Votaw

 

Non-SC members attending:

 

Canadian Expansion Director Richard Taylor

Vancouver Alumni Secretary Edmund Grin.

 

Call to Order: GP Lindner called the meeting to order at 11:00 AM EST. A quorum being present, SC conducted business to wrap up loose ends from the 34th General Convention and to Kick Off planning for the 35th to be held at Delta Chapter in 2003, in conjunction with Delta’s 75th anniversary as a Chapter in Sigma Phi Delta.

 

By unanimous consent, the meeting dispensed with normal order of business and moved to Old Business:

 

Old Business:

 

ED F’ham reported that the delegates and members from Psi, Omega, and the Colony at VCU rented a van to attend the Convention and that their expenses would exceed the approved reimbursement allowance.

 

EPC Votaw moved and WPC Oldknow seconded a motion to reimburse convention travel costs to the Brothers of Omega, Psi, and the Colony at VCU. 

 

After much discussion, the SC agreed that it wanted to encourage these newest chapters/colonies to attend the Convention but at the same time it recognized the need to manage to a budget. Therefore, GVP Hileman moved to amend the motion to reimburse the direct cost of travel (van rental, gas, and tolls) less the $50 per chapter ($150 total) that Chapters were expected to cover.  EPC Votaw seconded.

 

The amendment and the original motion pass unanimously.

 

New Business:

 

The SC turned to the health of the chapters uncovered during the Chapter Health session at the Convention:

 

Eastern Province

 

EPC Votaw reported that the first order of business was to determine when the Colony at VCU would be initiated.  He suggested approximately the third week after fall semester begins. He also suggested that National Officers meet with Psi and Omega a month or so into the semester to determine their health.

 

With respect to the Colony, it was suggested that Treasurer Hurst or ED F’ham meet, perhaps a week or two in advance, to review the Colony’s status and its readiness to be elevated to a Chapter.

 

Toward that end, EPC Votaw stated that the Fraternity needed a checklist of requirements, beyond those enumerated in the Constitution and Statutory Code, to ensure a colony is ready to be elevated to a Chapter.  These would set the Fraternity’s expectation with the Colonist and would be used by the SC in advance of initiation to assess readiness.

 

GP Lindner appointed a committee of GVP Hileman and EPC Votaw to develop such a guideline and present a rough Draft to the SC for review at the 8/20 SC meeting.  Its working title is “Pledging/

Colonization Framework.”

 

EPC Votaw reported that the VCU Colony needs to have an effective rush to get pledges in the fall semester.  He then asked what the status of those pledges would be at the time the VCU Colony is elevated to Chapter status.  After much discussion, it was decided that the status of the pledges would be determined by their progress in their pledge training.  For example, if they were in their sixth week of pledging at the time the VCU Colony is elevated to Chapter status, the fall pledge class would be initiated at the same time, and these pledges would be considered Charter Members.

 

EPC Votaw reported that the Chi Chapter at the University of Cincinnati has only four members remaining, and they voted to take the Chapter inactive. GVP Hileman volunteered to try to make contact and to retrieve the Charter.

 

Central Province

 

CPC Stelzner reported that Phi Chapter members feel neglected by the National Office.  A quick count of visits and planned visits indicated that Psi received an equitable number of visits.  GP Lindner committed to visit Phi (and Epsilon) before he leaves office in December.

 

Delta, he reported, needs financial recovery; they currently have a plan to payback to the Alumni Chapter and National the current arrears, however.

 

Eta’s financial problems are significant; there is effort afoot to foster better relations with their Alumni Chapter.

 

GP Lindner asked the SC, rhetorically, how will actions be derived from the Chapter visits?  Improvement, he stated, will not come automatically; Chapter visits must include a list of actions for improvement.

 

Western Province

 

WPC Oldknow stated he is close to Theta and is fully aware of their status; he plans an imminent visit to Alpha.  He reported that Alix Minden is working to reactivate Nu Chapter at USC Berkley and to reactivate the San Francisco Bay Alumni Chapter. GP Lindner stated he would visit Alpha.

 

Wrap Up/Kickoff

 

GP Lindner asked for ideas to be taken away from this convention that would be helpful in the planning of the 35th Convention.  The following were suggestions from the floor:

 

VideoTape Sessions. Feedback from delegates was that a videotape would convey the spirit and excitement of the convention in a way that written reports won’t.  This suggestion will be passed onto the planners of the 35th General Convention.

 

Ballots.  Paper ballots need to be made in advance to reduce confusion on the floor. This suggestion will be passed onto the planners of the 35th General Convention.

 

AV Tested.  The audio and visual equipment must be pre tested.  A considerable amount of confusion resulted from the inability to interface the digital projector with the lap top computers.  This resulted in major changes, in real time, with the Agenda as transparency foils had to be made off-site for several presentations. This suggestion will be passed onto the planners of the 35th General Convention.

 

Post (and keep revised) Schedule on the Web.  Several delegates reported they did not know of the agenda, because it was never posted on the web.  Similarly, once it is posted, updates to it should also be posted. This suggestion will be passed onto the planners of the 35th General Convention.

 

Practice Presentations.  GP Lindner opined that some of the presentations were not totally professional; in the future all presenters should arrive having practiced their deliveries. This suggestion will be passed onto the planners of the 35th General Convention.

 

Resource Center. GP Lindner assigned an action item to the Information Systems Manager to establish a Resource Center in the protected area of the web site.  All presenters should forward their material to the ISM for inclusion there.  This will provide a place to review and use this and other meaningful Fraternity material in the future, he stated.

 

Open Microphone.  The open mic used at the banquet was well received and should be a continuing feature of future banquets. This suggestion will be passed onto the planners of the 35th General Convention.

 

Go-Kart.  The Go-Kart amusement was enjoyed by all.  It offered many benefits: It was rented for a fixed time, obviating the need to stand in line and purchase tickets. Everyone could participate. It offered “competition” among the brothers. This suggestion will be passed onto the planners of the 35th General Convention.

 

Women Attendance.  The sense of delegates was that the women of ZFS added to the professionalism of the convention.  Female guests should be encouraged at future conventions. This suggestion will be passed onto the planners of the 35th General Convention.

 

Snacks and Drinks.  The provision of snacks and drinks at Convention sessions was a positive and should be carried forward into future conventions. This suggestion will be passed onto the planners of the 35th General Convention.

 

Checklist for Planning.  GVP Hileman suggested that a Checklist be developed to guide future planning. EPC Votaw stated that an Operations Manual would also be a good idea.  GP Lindner stated the Visitation and SITE Procedures should also be codified.  No action was assigned.

 

Transition.  GP Lindner stated that the transition to a new administration will not be difficult, as all new officers are experienced.  Accordingly, he saw no need for a SC meeting in the fall to work transition issues. He expressed concern about the ability of the Communications Director to deliver a Castle before end of term.

 

Also, there was discussion regarding the cost-effectiveness of the current format and suggested the incoming Communications Director review this matter.

 

GVP Hileman moved and EPC Votaw seconded a motion that the Communications Director have the Castle to the printers by September 1.  The motion passed unanimously.

 

ED F’ham stated that in order to ensure timely posting of minutes, he would henceforth follow Convention Parliamentarian Wagner’s suggestion to send out draft minutes by e-mail with a firm response date. Non responses would be considered an affirmative vote to accept the minutes.  This revised procedure will allow the minutes to be on the web within two weeks of the meeting.

 

Information Systems Manager.  GP Lindner stated that there were five candidates for the office.  Since it is an appointed office, GP Lindner stated he will have ISM Hurst interview the candidates and make a recommendation on the best candidate. He will then appoint the brother based on the recommendation and ask for Supreme Council concurrence.

 

There being no further business, GVP Hileman moved and WPC Oldknow seconded a motion to adjourn.  It passed unanimously, and the SC adjourned at 12:50 PM.

 

Respectfully submitted,

 

Robert R. Featheringham

Executive Director

 

Approved for publication 20010925

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