Grand Council Meeting Minutes 2002

2002 Minutes

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December 2002

Attendees:

  • Nicole Morris, WGAA
  • Vicki Horton, WGS
  • Robert Ford, WGE
  • J. Scott MacKay, GA

absent:

  • Gregory Pelley, WGA
  • Frank Kitchel, ED
  • Charles Morley, ND

Called to Order Sunday, December 8, 2002 at 7:03PM (EST).

Motion is made and duly seconded to approve the Minutes from Grand Council October and November meetings.WGS regrets these are not yet available and that notes are needed from officers who attended November meeting. WGS will compile all outstanding minutes and make available for review prior to January 2003 call.

A. Officer Reports

WGA Report – Absent

WGAA Report

  1. Convention
    • Banquet and keynote speaker are confirmed
    • In the process of finalizing three tours.
    • Finishing registration for Newsletter pages (request 2 pages for registration info)
    • Outline of Convention schedule:
      • Thursday: welcoming party at Rabirius with tours of the chapter house
      • Friday: professional workshops, lunch, business meeting from 1PM-6PM, evening on your own
      • Saturday: business meeting 9AM-1PM, lunch, open exhibits/sales, keynote speaker at 2PM, banquet at the Netherland Hilton in the evening
      • Sunday: Grand Council meeting, also an organized tour of Cincinnati
    • Still need to finalize tour and workshop logistics (ground transportation, leaders, etc.)
    • Registration fees will likely be $75/person, with hotel rates at about $82/night per room. Reservations will need to be made by attendees and they should do so by March 5.
  2. Still working on alumni dues mailer. Plan to have to WGS for mailing by 12/31.
  3. Came across hazing statement in archival files. Suggest we review and issue, as the information contained within is still quite useful to the membership.

 

WGS Report

  1. ARCHI has been delivered and Executive Assistant will mail copies to universities shortly.
  2. APX Letter will be uploaded to national website and will include corrections/retractions. The next edition is currently in production, scheduled to print on 12/13, 1/6 distribution.
  3. Alumni dues notices will be sent early in January. Will need to have more window and return envelopes printed.
  4. Website address update forms are a hit. We�re still receiving an average of 4-5 updates per week, a slim reduction in the 2-3 updates per day we were receiving at first.
  5. Expansion/Chapter Maintenance:
    • Cleisthenes Colonists continues to work on completion of their documentation and they intend to deliver their completed petition package to me by January 20, a few weeks early.
    • Have heard little from Dinocrates Colony-in-Organization, but one message indicated they plan to deliver a colony petition during their holiday break.
    • Nothing new from Pratt, Syracuse, Norwich, or other previous sites, to my knowledge.
    • UT Arlington student is compiling promotional materials for spring �rush� style events. XAA also will invite her to our gathering in late January or early February.
    • Received a message from a Florida International University student requesting info on establishing a chapter. Have forwarded to ED, ND and RD3 for follow-up and will let you know, as always, any other news.
    • No updates in terms of Maintenance, but continue to remain in contact with RD3 regarding chapter and alumni association concerns.

 

WGE Report

  1. Membership reports are beginning to come in, but several chapters remain delinquent. WGE will contact within the next week to obtain updates.
  2. Filed an extension on our taxes. APX owes no money this year.
  3. WGE will revisit several past deposits to correctly identify �initiation fees,� since this is a separate item on our tax form.
  4. Reimbursement checks are on their way to WGA for signature and forwarding.
  5. Several jewelry and certificate orders are in the mail.

Grand Advisor Report

  1. Received an offer for book publication for the fraternity. Suggest we consider a book highlighted completed works by Brothers. Will look into this further and report as necessary.

Expansion Director Report – Absent – see WGS report for updates

National Director Report – Absent – see WGS report for updates

B. Old Business

None

C. New Business

None

D. Suggestions for the Betterment of the Fraternity

None

Motion made and duly seconded to adjourn, 7:47PM EST. Passes unanimously.

I do attest and affirm that the above text is an accurate record of the proceedings of the teleconference of the Grand Council of Alpha Rho Chi Professional Architecture Fraternity, held December 8, 2002.

Respectfully submitted this 11th day of January, 2003:
Vicki J. Horton
Worthy Grand Scribe
Alpha Rho Chi Fraternity

November 2002

No official minutes available

October 2002

Attendees:

  • Gregory Pelley, WGA
  • Vicki Horton, WGS
  • Robert Ford, WGE
  • J. Scott MacKay, GA

absent:

  • Nicole Morris, WGAA
  • Frank Kitchel, ED
  • Charles Morley, ND

Called to Order Sunday, October 20, 2002 at 8:09PM (EST).

Motion is made and duly seconded to approve the Minutes from Grand Council August and September meetings. Motion passes.

A. Officer Reports

WGA Report

  1. Reviewed the Master Architect Search Committee report from the 51st National Convention and found that there were some wonderful suggestions made by the committee. The committee suggested that it would be a high honor if nominees were members. In addition, they suggested the fraternity consider having more than one Master Architect, perhaps as many as there are regions, so that the Master Architects can provide some assistance with regional professional programs. Will send a copy of the report to all Grand Council officers for your review.

WGAA Report – Absent

WGS Report

  1. Copies of 55th Convention minutes still need to be sent to alumni associations and Foundation members. Will coordinate with WGE.
  2. ARCHI is on schedule and thanks to our Editor�s frugality, we are able to add eight more pages.
  3. APX Letter should be in members� hands by now. Will monitor returns closely in order to provide must accurate database for the ARCHI mailing.
  4. The new national website is on line. Hope you�ve had time to visit – it looks great! See New Business for more information.
  5. Pledge Manuals were delivered to several chapters during Leadership Conference. Will print more as necessary.
  6. Expansion/Chapter Maintenance:
    • Cleisthenes Colonists are working toward installation. Fundraising is their top priority, as they all plan to attend convention, where they hope to be initiated. Their first professional program, a lecture from Bro. Charlie Weaver, took place two weeks ago. They plan to do a construction project at the WGS home on November 1st, weather permitting.
    • RD1/2 and Vitruvius representatives are meeting with Pratt students this weekend. Syracuse students had planned to attend, but they�ll be unable to do so.
    • Daphnis brother is now in the Charlotte, NC area and has offered to help with expansion in the region, as well as with any efforts to return Daphnis to active status. Have forwarded his contact information to WGA, Expansion Director and Regional Director.
    • Received inquiries from students at UT(Austin), UT(Arlington), Carnegie Mellon, UI-Chicago and Western Kentucky University.
    • Austin student, Bryan Pravda, attended Leadership Conference, with gracious last minute financial assistance from the UTSOA�s Dean.
    • WGS met with UT(Arlington) student and will assist in her efforts to return Xenocles Chapter.
    • Bro. Charlie Weaver will be in Texas frequently on business and will coordinate visits with WGS, so as to provide professional program opportunities for APX colonies, etc.
    • Imhotep completed installation yesterday. WGA will send official notification to the membership.
    • WGS met with Seshait Executive Board on 9/27. Main issues discussed were Rush, E-Board meeting schedules, fundraising and how to handle such a large pledge class. RD and WGS will continue dialogue to address their concerns regarding Board-specific items.
    • Rhoecus is down to 7 active members, with hopes of pledging 5-6 people. Met informally with their WA and RD and requested the RD�s keep in very close contact. Will advise as necessary.
    • Satyros pledged almost 20 people the same weekend of the Leadership Conference. The class will effectively double the size of their chapter, once initiated.
    • Vitruvius WA has updated the WA list-serve and WA�s are taking advantage of this great tool.
  7. See ND report for more info from the RD�s.

WGE Report

  1. Membership reporting forms are now on line. Deadlines are as follows:
    • 10/31: 2002 Spring semester reports
    • 12/20: first two Fall semester reports
    • 2/20: last two Fall semester reports
    • 4/20: first two 2003 Spring semester reports
    • Daedalus certificates appear to be missing in action. Will follow up on this.
    • Still dealing with ISP issues, but should have resolved by next meeting.

Grand Advisor Report

  1. Continuing Education credits are now required in Illinois (six hours per year). Additionally, service/work in professional organizations counts as two hours. Will endeavor to learn more and report and news as it becomes available.
  2. Will work to determine how other organizations get sponsors and will advise as news develops.

National Director Report

  1. RD 1/2 is only RD to report. She reports that Vitruvius has 3 pledges, but that Spring pledge class is expected to be much bigger. They are hoping to diversify their pledge prospects by actively branching into other academic departments. They are working on major house renovations and are hoping to obtain website advertising from home improvement stores. They�ll be sending postcards notifying of the website change. Pratt expansion visit went well, though only three students attended. Assuming they reach colony status, Vitruvius is willing to sponsor them.
  2. No reports from RD3, RD4, RD5, RD6, or RD8.

B. Old Business

None

C. New Business

  1. Seventeen students from UT Austin�s School of Architecture have requested to be officially recognized as the Dinocrates Colony-in-Organization. Motion duly made and seconded to recognize – motion passes. WGS will notify Bryan Pravda immediately.
  2. Webmaster suggests we offer one to two web pages to chapters/alumni associations who don�t have the personnel or resources for their own websites. It won�t cost the fraternity anything and it would provide much needed visibility to the local organizations. Webmaster will maintain the sites, so long as they are limited to one page. Several web-designing brothers are willing to provide their services, too. Motion made and duly seconded to provide this service to the membership. Motion passes. WGS will send broadcast message in coordination with Webmaster(s) outlining this service.
  3. Pytheos Chapter have nominated Patrick Leahy for Honorary member status. They cite his extraordinary service to the chapter, including his service during the chapter�s colonization. Motion to accept their nomination is made and duly seconded. Motion passes. WGA will notify chapter.
  4. Do we need new stationery again? Let�s consider setting up a contest, where two actives and two alumni serve as jurors. Award could be presented at convention for winning design.

D. Suggestions for the Betterment of the Fraternity

None

Motion made and duly seconded to adjourn, 9:15PM EST. Passes unanimously.

I do attest and affirm that the above text is an accurate record of the proceedings of the teleconference of the Grand Council of Alpha Rho Chi Professional Architecture Fraternity, held October 20, 2002.

Respectfully submitted this 11th day of January, 2003:
Vicki J. Horton
Worthy Grand Scribe
Alpha Rho Chi Fraternity

September 2002

Attendees:

  • Gregory Pelley, WGA
  • Nicole Morris, WGAA
  • Vicki Horton, WGS
  • Rob Ford, WGE
  • J. Scott MacKay, GA
  • Frank Kitchel, ED

absent:

  • Charles Morley, ND

Called to Order Sunday, September 8, 2002 at 8:05PM (EST).

WGA requests approval of the Minutes from Grand Council August meeting be tabled until Leadership Conference. Motion is made and duly seconded to table approval of August Meeting minutes until Leadership Conference.

A. WGA Report

  1. Appointment letters have been signed, sealed and mailed. Regional Director letters included a job description as authored by the WGS.
  2. A letter has been sent to all Chapters, Alumni Associations, GC Officers and Appointees disseminating the Policies and Procedures on Alumni Associations ratified by the 55th Convention last spring.
  3. Alert letters to six Alumni Associations will be mailed 9/9/02 to six Associations, per the Alumni Association Status Policy. Apollodorus, Andronicus, Demetrios, Mnesicles, Pytheos and Seshait are the affected groups. Copies will also be sent to the WGAA, National Director and respective Regional Director. The six-month clock starts for Apollodorus, Mnesicles and Seshait upon confirmation (return receipt) of delivery of the notice.
  4. We are attempting to coordinate the presentation of the Silver Medal. Having difficulty reaching Andronicus Alumni representatives, or the Regional Director.
  5. Submitted �Ubuntu� address from the Convention Banquet for publication in the Letter.
  6. The Andronicus Chapter may or may not be putting forth the name of Pierre Koenig for Master Architect.
  7. The Foundation annual meeting has been replaced with a conference call. I will be generating a report for the Fraternity. It is due the 24th of this month. If you�d like me to include anything in particular, please let me know.
  8. Anticipating the forthcoming vote, the Imhotep ballot is ready to be mailed tomorrow. These mail votes are costly in terms of time and postage. We need to explore options.
  9. At the time of this writing, the Leadership Conference is in some degree of peril. I received word from Sean Bender that our speaker�s attendance may not be possible, due to a personal tragedy. At this time, I have been unable to determine if our speaker will still be able to present his program. I will keep each of you up to date as I learn more. In the meantime, I will see if our back-up may be available. Worst case – let�s start prepping to do this one on our own.

B. WGAA Report

  1. Official letter, notifying Alumni Association Presidents of dues increase, sent by WGA.
  2. Received an email from Sean Bender with graphics to use for convention advertisements.
  3. Received proposal from Marriott for the 56th National Convention. The contract needs some modifications, but we�re looking at approximately $79 per night.

C. WGS Report

  1. Purchased airline tickets for Leadership Conference participants.
  2. ARCHI is on schedule – should have a preview of the content within a few weeks. We�ve submitted an ad in 306090 (our Letter Editor�s other magazine), calling for advertisements in the Archi.
  3. APX Letter should be at the printer and out by September 15 or 22. Executive Assistant will set up not-for-profit mailing permit account in Montana, for our new printer.
  4. Database and Master Directory are current.
  5. GC Minutes for summer meeting and August call need to be uploaded to the national website as soon as they�re approved. More delays on the ISP, but we should be completely switched over to the new service by middle of the month.
  6. Printed 7 copies of the Pledge Manual for Cleisthenes pledges. Regional Director 8 will print 75 copies (to cover chapter orders that have recently come in) and will bring to Leadership Conference for distribution. Thank you, Lance! Will wait for pending(?) Imhotep installation to print 75-100 more, so that their information might be included.
  7. WGA checking into possibility of offering several display and presentation formats for the APX Medal. Framed glass box, ribbon, etc. have been discussed.
  8. Expansion/Chapter Maintenance:
    • We should have all received copies of the Imhotep Colony�s petition by now. The Anthemios Chapter and the Colony are preparing for installation in mid-October, if vote is �yea� but all involved may need to be flexible on the date.
    • Cleisthenes Colony was installed in Dallas over the Labor Day weekend. Very enjoyable group and many thanks go to the four actives from Pytheos for driving through the night to be here!
    • Expansion Director has sent organizational packets to students at Iowa State, Pratt Institute and North Carolina State.
    • APX Medal winner from Miami University (Ohio) has interest in starting chapter – sent info to Expansion Director.
    • Brother Charlie Weaver was recently awarded the Program Management position for Texans Can (a non-profit Charter school program) with sites all over Texas. He�ll be traveling frequently to several Texas cities and has offered his PR assistance. Forwarded his offer to Cleisthenes Colony to include him in their professional program.
    • WGA sending out notices on incorporation �IOU�s.�
    • Have heard from several chapters that Regional Directors are indeed keeping in weekly contact with them – they are pleased with this service.
    • Satyros� Rush efforts seem to have worked very well. They have approximately 40 strong rushees and expect to have a large Pledge class.
    • I approved Nora�s expenses to travel to Vitruvius – she plans on driving up this weekend or next.

D. WGE Report

  1. The end-of year financial statements are ready for publication. I will include them as an attachment to this report. I will be writing my report for the Letter this weekend.
  2. I have not received any reports from the Imhotep Colony. In addition, I have not received any dues from the Colony since their initial pledge fees and first months� dues for 12 pledges. I strongly recommend that their dues be paid up to date by/at the Leadership Conference. I will bring report sheets for them.
  3. Metagenes Alumni Association has paid their Association dues (paid by Bro. Jenkins at convention).
  4. VeriSign has received our latest letter requesting they assign WGE as the sole contact for the domain. I will send in a check for domain registration renewal on Monday and will try to contact VeriSign again this week. Will keep everyone informed on the ISP issues.
  5. Have received checks from several participants of the Leadership Conference. Will collect all outstanding monies at the conference, if necessary.
  6. Upcoming issues: taxes, new membership report format, hunting down past reports, and ISP issues.

E. Grand Advisor Report

  1. Plan to visit Satyros Chapter 9/23 for a professional program.

F. Expansion Director Report

  1. Will be attending the Leadership Conference and can put together a brief program on Leadership skills, if necessary.
  2. Sent approximately 120 letters to universities listed on APX Medal presentation list. Sent the same letter to the three parties interested in starting chapters.
  3. Still building reference list for promotional package.

G. Old Business

WGA states photos of all officers and brief bio�s from Frank and Rob are needed for the Leadership Conference. (Dean of FAMU School of Architecture has requested these items)

H. New Business

Due to lack of documentation included in the Petition package from Imhotep, motion is made and duly seconded to postpone our vote until all outstanding items have been received. Motion passes. WGS is to contact the Colony�s President and outline necessary steps to complete package for GC approval. If documentation is received in expedient manner, WGA may call special meeting later this week.

I. Suggestions for the Betterment of the Fraternity

None.

Motion made and duly seconded to adjourn, 8:58PM EST. Passes unanimously.

I do attest and affirm that the above text is an accurate record of the proceedings of the teleconference of the Grand Council of Alpha Rho Chi Professional Architecture Fraternity, held September 8, 2002.

Respectfully submitted this 13th day of October, 2002:
Vicki J. Horton
Worthy Grand Scribe
Alpha Rho Chi Fraternity

August 2002

No official minutes available

Summer Meeting 2002

Attendees:

  • Gregory Pelley, WGA
  • Nicole Morris, WGAA
  • Vicki Horton, WGS
  • Rob Ford, WGE
  • J. Scott MacKay, GA
  • Frank Kitchel, ED

Called to Order Saturday June 29, 2002 at 10:00AM

Motion is made and duly seconded to approve the minutes from the June 6 conference call; passes unanimously. WGS will request Webmaster upload to national site immediately.

WGA and WGS have received a draft of the 55th National Convention minutes from the Convention Secretary, but indicated no reports were included. WGS will continue to correspond with Convention Secretary in order to deliver a complete record of the 55th National Convention to the membership by September 27.

WGA requests approval of nominees for appointments to Year 2002-2003 Team:

  • Expansion Director: Frank Kitchel
  • National Director Charles Morley
  • Regional Directors:
    • R-1: LeNora Nelson
    • R-2: LeNora Nelson
    • R-3: Warees Smith
    • R-4: Sean Bender
    • R-5: Shani Redmond
    • R-6: Katie & Jesse Goldman
    • R-7: OPEN
    • R-8: Lance Karutz
  • Grand Lecturer: Brian Swilling
  • Archi Editor: Karen Marker
  • Assoc. Editors, Chapter news: Aaron Feldman-Grosse & Shawn Vann
  • Assoc. Editor Alumni news: Laura Schmidt
  • APX Letter Editor Alex Briseno
  • Assoc. Editor – Nat�l Website Dana Habel

 

Motion is made and duly seconded to approve entire list of appointees; passes unanimously. WGA will contact appointees to verify their willingness to serve. In the event of vacancies, WGA will request Nominations Committee search for and locate Brothers willing to fill such vacancies.

Motion is made to reallocate regions based on geographical data regarding current chapters and associations, and pending expansion opportunities. Discussion ensues, addressing concerns regarding travel expectations and equal distribution (as much as is possible) for Regional Directors, regional retreat opportunities, etc. After lengthy discussion, motion is made and duly seconded to accept the �redistricting� of Alpha Rho Chi�s regions as follows:

  • Region 1: CT, MA, ME, NH, NJ, NY, PA, RI, VT
  • Region 2: DE, MD, NC, TN (minus Memphis), VA, WV
  • Region 3: AL, FL, GA, eastern LA, MS, SC, Puerto Rico
  • Region 4: IL, IN, KY, MI, OH, WI, St. Louis
  • Region 5: AR, western LA, NM, OK, TX and Memphis
  • Region 6: CO, IA, KS, MN, MO, NE, ND, SD
  • Region 7: AK, ID, MT, OR, WA, WY
  • Region 8: AZ, CA, HI, NV, UT

Motion passes unanimously, WGS will notify applicable parties immediately and make updates to all contact information.

Operations

1. Publish 55th National Convention minutes via CD-ROM. (Note: Official minutes still not received from Convention Officers. Follow up with Convention Secretary and determine receipt date of signed official record) WGS – 09/27/02

2. Send alumni dues invoices (along with appeal for contributions from lifetime members). WGAA/WGS – 01/02/03

3. Employ new ISP and host for national website WGE – 08/01/02

4. Set up the following GC conference calls: 8/8, 9/5, 10/10, 11/7, 12/5, 1/9/03, 2/6/03, 3/6/03, 4/10/03 WGE – 08/01/02

5. Send fraternity merchandise to new initiates WGS – Ongoing

6. Send national database to Archi and APX Letter Editors for publishing purposes WGS – 08/31/02

7. Continue progress on joint venture with Habitat for Humanity WGAA – 10/30/02

8. APX Letter – If budget allows, will publish three editions this fiscal year, one at the end of September, a second in mid-January, the third immediately after convention
Schedule:

  • 1st Edition:
    • Articles due to APX Letter Editor GC 08/02/02
    • Draft copy submitted to WGS for final review and approval – Letter Editor 08/24/02
    • Final copy to printer – Letter Editor 08/30/02
    • Final print to mailhouse – Letter Editor 09/13/02
    • 1st Edition deliveries begin – 09/26/02
  • 2nd Edition:
    • Call for article submissions – Letter Editor 10/03/02
    • Article submissions due to Letter Editor – Authors 10/30/02
    • Draft copy submitted to WGS for final review and approval – Letter Editor 11/30/02
    • Final copy to printer – 12/13/02
    • Final print to mailhouse – 01/03/03
    • 2nd Edition deliveries begin – 01/10/03
  • 3rd Edition (budget permitting):
    • Call for article submissions – Letter Editor 02/28/03
    • Article submissions due to Letter Editor – Authors 03/28/03
    • Draft copy submitted to WGS for final review and approval – Letter Editor 04/05/03
    • Final copy to printer – 04/11/03
    • Final print to mailhouse – 04/17/03
    • 3rd Edition deliveries begin – 04/25/03

9. Archi – Winter 2002 Edition schedule:

  • Call for article submissions (to universities – all other articles are already in progress) – Archi Editor 08/16/02
  • Article submissions due to Archi Editor – Authors 09/20/02
  • Final copy submitted to design – Archi Editor 10/04/02
  • Artwork to printer – Archi Editor 10/25/02
  • Final print to mailhouse – Designers 11/08/02
  • Archi deliveries begin – 11/15/02

10. Pledge Manual –

  • 2002 Edition printed (short run for colony) – WGS 08/24/02
  • 2002/2003 Edition printed (300 copies?) – to include newest chapters – WGS 04/30/03

11. Policy and Procedures Manual –

  • Compile at least 5 policies and/or procedures for P&P manual – GC 01/02/03

12. WA Conference –

  • Coordinate travel arrangements for attendees – WGS 08/15/02
  • Compile / coordinate agenda with Seshait Chapter – WGA 07/31/02
  • Coordinate conference agenda with seminar leader – WGA 07/31/02
  • Possible break-out session for RD�s, ND, ED, WGS – WGS 09/28/02

13. Website –
Upload revised site design concurrent with new provider. Upgrades, including Alumni Association website links are currently being added and will appear more prominently once new provider is established. – Webmaster 08/31/02

14. Contact Fraternity jeweler regarding possible brochure of APX jewelry only. – WGE 10/31/02

Note: Grand Council officers and appointees will each receive an outline of all action items pertaining to fiscal year 2002-2003

Chapter/Alumni Association Maintenance and Expansion

  • Notify affected Chapters and Alumni Associations of status change WGA 08/31/02
  • Distribute Expansion Update to GC, ND, RD�s and WA�s WGS/ED 08/19/02
  • Develop target list of six colonies to be realized by Convention 2003 GC 08/31/02
  • Continue reminders / updates to corporate status with chapters/associations. WGS 09/30/02
  • Regional Director 3 to correspond with Seshait, providing updates to WGS and National Director. RD3/WGS – Weekly
  • Grand Advisor to offer assistance to Satyros Chapter in their Rush efforts, traveling to AZ if necessary. Gr. Advisor – Consistent
  • Regional Directors correspond with their chapters via phone or email, providing updated reports to National Director (additionally, check on pledge education program – how does each chapter cover Archi Pledge material?) RD�s – Weekly
  • Regional Directors correspond with their alumni associations via phone/email, providing updated report to National Director RD�s – Monthly
  • National Director combine Regional Director reports and present during GC Conference calls ND – Monthly
  • Regional Directors contact other Regional Directors via phone or email to discuss issues and concerns, share ideas. RD�s – Semi-monthly
  • WGA to personally call each active chapter WGA – 08/31/02
  • Grand Council members to personally call each active chapter GC – Semi-monthly
  • Coordinate Imhotep installation with Anthemios WA. WGS – 08/31/02
  • Contact Cleisthenes Colony-in-Organization (RE: petition to form Colony) WGS – 07/15/02
  • Determine sponsor chapter and coordinate logistics for formal pledge ceremony for Cleisthenes Colony. WGS – 08/15/02
  • Establish regional alumni meetings schedule and budget WGAA – 10/31/02
  • Compile regional contact alumni listing for alumni meetings WGAA/WGS – 10/31/02
  • Establish framework and guidelines for Chapter and Alumni Association of the Year awards and issue to Chapters and Associations. WGA – 10/31/02
  • Alumni Dues mailer: research success rate of three mailings:
    1st mailing = actual invoice, with return envelope
    2nd mailing = reminder card (with return envelope? – pricey)
    3rd mailing = reminder postcard with detachable payment slip WGAA – 09/30/02
  • Research possibility of offering on-line alumni dues payments WGS/WGE – 09/30/02
  • Could potentially offer an Alumni Directory – possibly issuing on CD-Rom. Suggestion is made that dues-paying alumni receive for $5 additional fee. $55 to non-dues-paying alumni. Research all possible costs. WGAA – 12/31/02
  • Organize a �Find Lost Alumni� contest, award to be given based on success rate. Chapters could assign to pledge classes to foster communication between the newest members and alumni. WGAA – 10/31/02

 

Motion to recess 9:00PM; duly seconded; passes unanimously

Called to order 10:30PM

Convention 2003

  • Determine budget outline (hotel, meeting room, tour costs) WGAA/WGE – 10/31/02
  • Coordinate accommodations, meeting space, catering, banquet WGAA/RD4 – 12/31/02
  • Coordinate continuing education credit program WGAA – 12/31/02
  • Coordinate fundraising GA – 12/31/02
  • Coordinate local tours WGAA/RD4 – 12/31/02
  • Coordinate professional program WGA – 12/31/02
  • Contact chapters/associations to insure they deliver reports and credentials to WGS by 3/5/03 – RD�s- 01/15/03
  • Motions requiring amendment to C&BL received by WGA All members – 01/15/03
  • Revise/update �Convention Survival Kit� WGA/GA – 03/01/03
  • Annual Grand Council meeting (all APX members invited) GC/Appts – 03/30/03

Convention 2004

  • Site Analysis of New Orleans. GA – 12/31/02
  • Contact Convention & Visitor�s Bureau again for planning information. WGS – 12/31/02

Motion to recess at 12:45AM, Sunday, June 30; duly seconded; passes unanimously
Meeting called to order Sunday, June 30, 2002 at 8:30AM

Budget
Very lengthy budget discussion ensues, with resolution of all items. The WGA requests that the WGE issue final budget, approved as balanced, by August conference call. Please see Addendum A, attached, for Fiscal Year 2002-2003 Alpha Rho Chi Budget.

New Business

  • WGE moves that, since the Master Architect Search Committee has been unable to identify professionals for service as Master Architect, the Grand Council assume role as ad-hoc Master Architect Search Committee. Discussion ensues, including suggestions that we approach Mr. E. Faye Jones and Mr. Randy Brown to determine if they would be interested in serving in such a manner. Motion duly seconded; passes unanimously. WGA will contact Mr. Jones and Mr. Brown at the earliest possible opportunity. Upon either gentleman�s acceptance, WGA will issue proposal to chapters and alumni associations, such that the Master Architect candidate(s) may participate in the Fraternity�s Ritual and the title of Master Architect may be conferred (on either, or both) at the 56th National Convention.
  • Informal discussion ensues regarding Alpha Rho Chi Foundation and questions about restrictions outlined in their Constitution and By-laws. WGA will determine if their Constitution and By-laws allow for Board members to be from �outside� APX. In other words, can non-APX members serve as members of the Board of Directors for the Foundation? If so, suggestion is made that we contact established professionals (e.g. CEO of Herman Miller, or leaders of similar corporations, who may have a heightened interest in the goals of Alpha Rho Chi.).

 

SUGGESTIONS FOR THE BETTERMENT OF THE FRATERNITY
Expansion Director suggests we locate an APX member working in the field of Advertising; a Brother willing and able to create successful advertising literature and marketing packages. Continuation of discussion from 2001 summer meeting: ideally, we should consider at least two (possibly three) separate strategies and focus markets: students, university administrations/faculty, and parents. Expansion Director and Archi Editor will correspond, share ideas and research this fully. Expansion Director will report as updates are available.

Motion made and duly seconded to adjourn, 11:15AM, June 30, 2002

I do attest and affirm that the above text is an accurate record of the proceedings of the summer meeting of the Grand Council of Alpha Rho Chi Professional Architecture Fraternity, held in Algonquin, IL from June 28 – June 30, 2002.

Respectfully submitted August 11, 2002:
Vicki J. Horton
Worthy Grand Scribe
Alpha Rho Chi Fraternity

June 2002

Attendees:

  • Gregory Pelley, WGA
  • Nicole Morris, WGAA
  • Vicki Horton, WGS
  • Rob Ford, WGE
  • J. Scott MacKay, GA

absent:

  • Charles Morley, ND
  • Frank Kitchel, ED

Called to Order Monday, June 6, 2002 at 8:05PM (EST).

WGA requests approval of the Minutes from Annual Meeting and May 13 Conference Call. WGA indicates one edit necessary to Annual Meeting. Motion is made and duly seconded to approve edited version of minutes. WGS will forward minutes to Webmaster by June 15 for upload to national website.

A. WGA Report

  1. Received letter from AIAS national President inviting us to send one representative to their Annual Leadership Conference and Grass Roots on August 1, 2002 in DC. Motion duly made and seconded that WGAA will attend, passes. (N/A)
  2. Received Goose Creek invoice – will review and give approved version to WGE at summer meeting. (N/A)

B. WGAA Report

  1. Working on financial reconciliation for Convention. Will complete by summer meeting. (06/28/02)
  2. Contacted three separate groups for advice on alumni dues invoicing. Got some ideas on mass mailings, etc. (06/28/02)

C. WGS Report

  1. ARCHI: Asked Archi Editor to send reminder email message requesting articles or interviewees for Fall/Winter issue. Will have publishing schedule to everyone at summer meeting. No further news on advertising — will coordinate with GA at summer meeting. (6/28/02)
  2. WEBSITE: Must identify next ISP by summer meeting! (6/28/02)
  3. PLEDGE MANUAL: Sent follow-up message to RD8 to determine ’02-’03 budget for summer print run. Regretfully, I suggest we put HSPM on back burner for now (officially, at least). Apparently, no interest. (N/A)
  4. EXPANSION/CHAPTER MAINTENANCE:
    • Imhotep Colony – no updates received. (N/A)
    • Cleisthenes C-i-O – have not received petition. Frank, have you heard anything further from them? Their President plans to visit WGS and RD this summer. Will try to keep a sliver of time open in my schedule for him. Pytheos has agreed to sponsor this colony, we need only ask. We need to nail down dates/budgets for ceremonies and such at the summer meeting so that Pytheos knows what to expect. (6/28/02)
    • No updates on other potential colony sites. (6/28/02)
    • WGE/WGS still need to coordinate promissory notes (financial and documentation) per 55th Convention Credentials Committee findings. Need to send out ASAP. (6/07/02)
    • Requested ED send 300 brochures to SATY Alumnus for inclusion in ASU letter to incoming Freshmen. Requested RD monitor closely and keep in constant contact. (N/A)
    • Received email from new Iktinos WA, concerned about learning the WA position. Gave her several recent WA’s email addresses and suggested she contact them for a first hand account…or ask one of us who were WA’s in “ancient times.” (N/A)
  5. CONVENTION MINUTES: Still no sign – sent a reminder to Ryan and Jeff.

D. WGE Report

  1. Reminder – budget requests are due by June 16.
  2. ISP – monthly invoicing was supposed to have begun at the beginning of this year. Have received no invoices.
  3. Bring receipts to summer meeting.

E. Grand Advisor Report

  1. No report – waiting for next project assignment.

F. Expansion Director Report

Absent – no report, but has requested a reprint of the promotional materials.

G. National Director Report

Absent, no report – please see WGS report for specific items

H. Old Business

None.

I. New Business

Summer meeting: discussed flight information to assist with ground transportation, lodging, and meals

J. Suggestions for the Betterment of the Fraternity

None.

Motion made and duly seconded to adjourn, 8:45PM EST. Passes unanimously.

I do attest and affirm that the above text is an accurate record of the proceedings of the on-line conference of the Grand Council of Alpha Rho Chi Professional Architecture Fraternity, held June 6, 2002.

Respectfully submitted this 8th day of June, 2002:
Vicki J. Horton
Worthy Grand Scribe
Alpha Rho Chi Fraternity

May 2002

Attendees:

  • Gregory Pelley, WGA
  • Nicole Morris, WGAA; Vicki Horton, WGS
  • Rob Ford, WGE
  • J. Scott MacKay, GA

absent:

  • Charles Morley, ND
  • Frank Kitchel, ED.

Called to Order Monday, May 13, 2002 at 7:05PM (EST).

WGA requests approval of the Minutes from Annual Meeting. WGS regretfully notifies members of the Board that Annual Meeting Minutes are as yet incomplete, requests additional time to submit. Motion is made and duly seconded to give WGS until May 20 to submit minutes for approval.

A. WGA Report

  1. Nothing new to report since convention. Defer other information until New Business.

B. WGAA Report

  1. Initial WGE financial figures indicate 55th National Convention yielded only $154.10 loss, though donations are not included in this figure (WGAA has not finalized). Donations will be accounted for and reported within the next two weeks.
  2. Brother S. Bender has been in contact regarding 56th National Convention and has been working on additional lodging and event location options. Involvement by the Rabirius Chapter will be limited to three actives at any one given phase, to avoid potential interferences with school activities.
  3. Historical data is being collected from past WGE files for use in finalizing a How To Convention manual.
  4. Will be sending a reimbursement request for approximately $99 to cover the interest that I have been charged for convention expenses, based on 7.9%.
  5. Received Grand Advisor’s outline for new convention account policy. Need to establish the account, signature requirements, etc. WGAA will outline a Policy & Procedure for use of the account by summer meeting. Estimate fraternity will need $10,000 in fund to cover expenses prior to convention fees income. Grand Advisor to draft letter to all 20-year alumni and forward to WGA for approval.
  6. Gathering data from old WGE files regarding alumni associations. A small DC-area gathering will be held in mid-June.
  7. Received $100 Mnesicles Alumni Association dues along with Board of Directors roster updates. WGA will insure they have been notified of latest changes to alumni association establishment/re-establishment procedure. 05/30/02
  8. Will be contacting the Convention Committee, establishing an action plan for alumni associations, a policy and procedure for convention timelines, and finishing all pending outgoing mail. 06/30/02
  9. Have joined the West Philadelphia Habitat for Humanity Building & Site Committee, which meets once per month. Will also volunteer at least one Saturday work-day this summer.
  10. WGE files: 3.5 boxes are 99% ready for shipping to current WGE. Will send via UPS to current WGE. 06/30/02
  11. Files for national archives will be forwarded to WGS prior to summer meeting. 06/25/02
  12. Initial research regarding national headquarters space in DC: AIA has yet to return calls, Building Museum manager indicates nothing currently available, lease space typically runs $40-$60/s.f. in DC. Illinois recommended, since we are incorporated there and we have strong alumni and active base in the area. AIA Chicago has yet to return call, AIA Springfield is researching potential costs.

C. WGS Report

  1. Archi: will have Editor send reminder email message requesting articles or interviewees for Fall/Winter issue. Service is still the focus of next issue. Will coordinate advertising opportunities with Grand Advisor and Editor.
  2. Database and Master Directory are current through May 2002.
  3. Webmaster received numerous offers for assistance on the site, though I have not heard of any specific updates. We need to identify the next ISP by June 15. 06/15/02
  4. Pledge Manual: never had the opportunity to meet with other team members on this project, but will determine 2002-2003 budget by end of May. Will need to do another print run this summer and will contact RD8 to see if he can offer assistance. We eventually need to legitimize the budget for this item, though.
  5. APX Medals nominations continue to come in and we are currently in the process of establishing an email distribution list in order to send brief updates and request program information, etc.
  6. Expansion/Chapter Maintenance:
    • Imhotep Colony will be holding regular meetings during the summer months, but I believe they expect a Fall installation. I spoke with Colony President, addressed his concerns regarding Executive Board issues, membership interest retention, professional and social events. Overall, everything looks very positive. Nonetheless, suggest we monitor closely.
    • Cleisthenes students doing very well. RD is guiding them through process and they have held four meetings, with average of 14 in attendance. They are currently seeing renowned architect for a professional event. Suggested they contact David Manika and one of their recent award-winning faculty members. Pytheos has offered to serve as their sponsor, but we would need to establish specific budget to cover extended travel requirements. Would also suggest flexibility in terms of ceremony sites (Dallas?).
    • Expansion Director has made contact with Notre Dame, but to date, no news.
    • Faculty interest in establishing chapters at UT San Antonio, Morgan State University, and a student(?) at SUNY (Utica) is promising.
    • WGE/WGS will coordinate promissory notes (financial and documentation) per 55th National Convention Credentials Committee findings.
    • Satyros will be down to four members after graduation. Need RD to monitor very closely, offering assistance as necessary. Alumni are planning to mail promo materials to incoming Freshmen and this should help.
    • Seshait recently held elections and a new WA will take over, after having the same WA for past three years. Suggest we monitor closely to insure as seamless a transition as possible to insure chapter’s continued success.
    • No replies to emails or phone calls to Iktinos or Rhoecus WAs. WGA will attempt to make contact.
  7. I was able to complete one unit of community service on April 28. Volunteered for the final day of the Avon 3-day Walk for Breast Cancer. Submitted a report to all of you and to the webmaster.
  8. No update on Convention Minutes.
  9. Considering an issue of The Rise will work up preliminary budget prior to summer meeting. WGA has instructed Grand Lecturer author this edition.

D. WGE Report

  1. Recently received Daedalus Chapter membership reports and checks.
  2. Alumni dues continue to filter in, sporadically.
  3. Several jewelry orders are ready for submission to jeweler. Since most schools are out for the summer, will either delay the order for them, or have the orders shipped directly to me for disbursement at the Leadership Conference.
  4. Budget will be in process next week. Please send me any of your requests.
  5. Two checks for Convention fees have been returned NSF.
  6. Will be working with WGS to send letters to promisers at 55th Convention.
  7. Please get all non-summer meeting receipts to me by June 10.

E. Grand Advisor Report

  1. Canvassing the general membership for contributions comment list for APX Foundation. Comments thus far indicate:
    • Fundraising within the membership should be limited to estate opportunity contributors.
    • Lack of fundraising returns. Board members should be required to meet or exceed $10,000 donation levels annually.
    • Turnover of Board members. Officers seeking to fill Board positions should petition the general alumni capable of fundraising similar amounts.
  2. Convention Fund: created to sustain the conventions of APX Fraternity. It is required to be a membership-based level of donations. A minimum of $6,000 shall be maintained in an established account for this purpose on an annual basis. The target market for these donations are 20-year members with principle positions within their career paths. Expenses incurred in planning forthcoming convention activities may be paid out of this fund. Such fundraising efforts as deemed necessary by the WGAA shall be approved by the Grand Council. The Grand Council, through its membership database, is to canvas 20-year alumni on an annual basis, for anniversary donations to the convention fund. Prominence should be given to members having served on a national level and/or are continual attendees at conventions as delegates.

F. Expansion Director Report

  1. Sent info packets to Morgan State, UT San Antonio, and SUNY. No positive feedback from packets sent in January, but none expected due to end of semester, etc. However, follow up emails will be sent to all people that received info packets since January (though students are out of school, they still check email).
  2. Developing a Professional References list that can be sent to faculty at prospective schools. I received positive response from Ted Ertl. Seshait members also believe several of their faculty members would be willing to serve as references. I am also soliciting references from alumni professionals that are principles or partners.
  3. Cleisthenes group should be submitting their petition to Colonize by the end of May, so that a final date for their Pledge Ceremony can be established. They hope to pledge in late August or early September and install in late January. Their President will be on campus throughout the summer and will likely visit with Regional Director and WGS sometime during the summer. 07/06/01

G. National Director Report

Absent, no report – please see WGS report for specific items

H. Old Business

None

I. New Business

Note voting required, but as information:

  • WGAA will be meeting with Brother John Filip within the next three weeks (for other reasons).
  • Will be discussing ideas for Foundation appointments with him.
  • Another co-leader of the Alumni Association Committee, Lenora Nelson, will be moving to the DC area (Baltimore).

J. Suggestions for the Betterment of the Fraternity

None

Motion made and duly seconded to adjourn, 8:55PM EST. Passes unanimously.

I do attest and affirm that the above text is an accurate record of the proceedings of the on-line conference of the Grand Council of Alpha Rho Chi Professional Architecture Fraternity, held May 13, 2002.

Respectfully submitted this 27th day May, 2002:
Vicki J. Horton
Worthy Grand Scribe
Alpha Rho Chi Fraternity

April 2002

Attendees:

  • Gregory Pelley, WGA
  • Nicole Morris, WGAA
  • Robert Ford, WGE
  • Vicki Horton, WGS
  • J. Scott MacKay, GA
  • Frank Kitchel, ED
  • Eric Heinsohn, WGAE
  • Caroline Pelley, Anthemios Alumni Association
  • Kyle Horton, Xenocles Alumni Association.

Called to Order Thursday, April 7, 2002 at 9:30AM (PST).

WGA requests approval of the Minutes from March 7th conference call. Motion made and duly seconded to approve minutes; passes unanimously.

A. Grand Council Reports

  1. All Grand Council reports were submitted to convention secretary – none necessary for purposes of this meeting.

B. Old Business

None

C. New Business

  1. OPERATIONS
    • Outline of future meeting dates: May 9 on-line conference (tentative); June 6 teleconference; June 28-30 Grand Council Summer meeting, Chicago, IL. Will establish dates beyond that at summer meeting, but suggest continuance of first Thursday of every month.
    • Leadership Conference to be held in Tallahassee, FL from September 27-29 at the School of Architecture on FAMU campus. WGS will coordinate airline travel for attendees, will attempt to have all arrive by 12:00 Noon EST on the 27th. There will be a faculty reception, hosted by the Dean, Friday evening, along with a brief general operations meeting. WGA will contact Jeff Aylor (Rabirius seminar contact) and Collette Taylor (Apollodorus Faculty Advisor’s spouse) regarding possible professional event for conference. Seshait Chapter has asked that the conference focus particular attention on professionalism (How to conduct meetings, Robert’s Rules of Order, appropriate attire, etc.). Fraternity will pay travel expenses of all attendees, but this large expense will require that lodging and most meals will be the responsibility of the attendees.
    • Potential site for Leadership Conference 2003: San Luis Obispo. Will discuss further as necessary.
    • Requests for reimbursement for travel (officer and appointee visits to chapters/associations, PFA event attendance, etc.) shall only be accepted upon receipt of full report of the event, and only if submitted within a reasonable time period.
    • Satyros Alumni Association has requested 300 copies of the Alpha Rho Chi promotional brochures to send to incoming Freshmen, as a means to assist Satyros in their recruiting efforts. Association has requested Grand Council supply them with an appropriate invoice. It is determined that such an order will run $1.50 per piece. WGA will contact Brother Mosher with information and notify if Satyros Alumni Association decides to place the order.
  2. PUBLICATIONS
    • Official Alumni Dues notices will continue to be sent separately from publications. Reminders may be included in publications, but no invoicing.
    • WGS will consult with Archi Editor regarding inclusion of address change card.
    • Compile Table of Contents for Policies and Procedures Manual by June 30, 2002 and submit to WGA.

D. Convention Items

  1. Audit Committee:
    • Will add Executive Assistant expenses to all financial statements, to segregate these expenses from general administrative (Miscellaneous).
    • Establish consistent deposit amount to reserve fund each year, minimum amount moved for expenses.
    • Alumni dues invoices to continue to be sent each December for January payment.
    • Financial reporting shall stay in current format for one year more.
    • Separate/itemize convention items in General Ledger
    • Continue to require one signature for checks up to $500, two signatures for any checks over $500.
  2. Motions Passed by 55th National Convention:
    • 55-1: Regarding award of the Silver Medal to Brother Howard Van Heuklyn. Discussion ensues concerning proper presentation. Result: WGA will approach several Andronicus alumni to determine Brother Van Heuklyn’s ability to travel to presentation. Several possible sites are discussed, but Andronicus alumni members shall decide appropriate presentation site. WGA and WGE to establish budget for expenses incurred by region in presentation.
    • 55-2: concerning continuance of the Awards Committee established by the 54th National Convention. WGA will chair the Committee and supervise their work in developing a coherent and integrated set of policies and procedures for all Fraternal Awards, including necessary forms and required deadlines.
    • 55-3: Regarding recusal of Grand Council delegate during voting of elections of Grand Council officers at the 55th National Convention of Alpha Rho Chi. No further action is necessary.
    • 55-4: Concerning usage of Alpha Rho Chi name and symbols. Motion did not pass, but WGA will consult with attorney familiar with fraternal matters to see how best to address this concern.
    • 55-5: Regarding Alumni Association establishment/re-establishment policies and procedures. Discussion ensues, focusing on those organizations this will most immediately effect. WGS and WGE will compile list of associations already in arrears for incorporation documentation or financial obligations to the Fraternity. WGA will draft the official cover letter, WGAA the explanation letter, for the Policies and Procedures by April 30.
    • 55-6: tabled. Suggestion: submit motion for 56th National Convention whereby the membership of each alumni association must be comprised of 51% from the originating chapter.
    • 55-7: WGE will issue the new dues and fees schedule. The schedule shall also be included in the next issue of the APX Newsletter.

    Motion to recess 12:30, passes unanimously Re-adjourn 12:45

  3. 56th National Convention
    • Selection of site for 56th National Convention. Lengthy discussion ensues, culminating in motion to hold 56th National Convention in Cincinnati, Ohio. Motion passes.
    • WGAA will coordinate with Rabirius Chapter’s Executive Board to establish most advantageous dates, although other school schedules seem to warrant dates sometime during first three weeks of March, 2003. Final dates will be established at the Grand Council’s summer meeting in June.
    • Suggest convention officers be given official timing apparatus (perhaps a chess clock), blank ballots (for all votes) and wipe board, in addition to gavel and other standard items.
    • WGS to establish Policy and Procedure for receipt of all reports by 15 days prior to convention.
    • WGAA to establish Policy and Procedure for Convention “seed” fund.
  4. Alumni Association Committee will be supervised such that they are consistently in communication with Grand Council.

E. Motions for the Betterment of the Fraternity

None

Motion made and duly seconded to adjourn, 3:00PM PST. Passes unanimously.

I do attest and affirm that the above text is an accurate record of the proceedings of the meeting of the Grand Council of Alpha Rho Chi Professional Architecture Fraternity, held April 7, 2002.

Respectfully submitted this 27th day of May, 2002:
Vicki J. Horton
Worthy Grand Scribe
Alpha Rho Chi Fraternity

March 2002

Attendees:

  • Gregory Pelley, WGA
  • Nicole Morris, WGAA
  • Robert Ford, WGE
  • Vicki Horton, WGS
  • J. Scott MacKay, GA
  • Charles Morley, ND
  • (absent) Frank Kitchel, ED

Called to Order Thursday, March 7, 2002 at 8:05PM (EST).

WGA requests motion to approve Minutes from February 7 conference call. Motion made and duly seconded to approve minutes; passes unanimously.

A. WGA Report

  1. Draft of Dues/Service Proposal is ready. WGA and WGE will finalize by 3/10/02 for Grand Council approval. All officers are to review draft and provide input by 3/12/02.
  2. Official notice of convention packages (including Credentials forms) were hand delivered to WGS on 3/23. WGS mailed 3/25.
  3. Grand Council reports are due to WGA by 3/12/02.
  4. Please advise of any specific items for Annual Meeting agenda by 3/29/02.

B. WGAA Report

Convention:

  1. Almost all chapters and associations expected to attend have registered, except for Rabirius, Iktinos, Andronicus, Satyros and Rhoecus. Region 8 membership is not staying at the host hotel, with few exceptions. (WGA will call chapters listed above for update on registration)
  2. Budget numbers will be finalized as of 3/10/02 and will advise of any urgent financial matters.
  3. Still having difficulty negotiating hospitality suite(s) with hotel. Trying to get hospitality suite for Thursday and Friday nights, in addition to the daytime availability. Wednesdays welcome gathering will be casual, at one of the hotels restaurants. Daedalus Chapter would like to have 200 sq. ft. space for Vern Swansen exhibit and presentation. Have been unable to confirm availability or cost with hotel. Will attempt to reach them again tomorrow.
  4. Still need Brothers to greet convention attendees at hospitality suite, to man tour buses, provide advertising for keynote speaker, etc. Will assign specific tasks to region 8 organizations, as no one has come forward in response to more general requests.
  5. Have received several offers from chapters and alumni associations to design and sell convention T-shirts. Metagenes Alumni Association contact will print for reduced cost, but need final design soon. Grand Advisor will design official T-shirt and forward design to GC officers for approval. Each Chapter is welcome to bring their own T-Shirts to convention, but concerned that well have too many T-shirts, not enough other merchandise. Will send quick email to chapters and associations in question and see if they’re interested in other ideas.
  6. Keynote speaker, David Manika of HOK, is confirmed. However, have been unable to confirm suitable space for his presentation at UNLV. Will also make arrangements with hotel to have keynote there at Palace Station, should UNLV site fall through. Speaker has requested three-night stay at Venetian, in addition to regular fee for speaking engagement. Have arranged for hotel and fee, will arrange for Venetians limousine to provide him with ground transportation to avoid further expenses.
  7. WGS will call Clerk of Lloyd D. George Federal Courthouse to finalize tour arrangements.
  8. Still completing the AIA/CES credits application.
  9. Will contact Laura Schmidt with regard to setting up possible tour of Bellagio with design architect.
  10. WGS will contact region 5 alumni regarding sponsorship of either keynote address, or Presidents reception.
  11. It took until today, but we have met the room night requirement with the hotel. However, we will not be able to meet the catering requirement.
  12. Grand Lecturer has volunteered to serve as MC for Saturday’s banquet. WGA and GL will finalize the banquets agenda.

C. WGS Report

  1. Numerous US Postal returns from APX Letter, Archi and dues notices have indicated previously valid forwards. EA is addressing with our local USPS contact and will advise as necessary.
  2. Master Directory is current, the 3/1 version is on the national website, though one change has already been requested. Will make that change prior to April edition hitting the website.
  3. Webmaster has added in pop-up convention notification. GC minutes are current through January. Webmaster is beginning to coordinate a team of other Brothers interested in helping with site improvements.
  4. HS Pledge Manual should be on track for prototype presentation at convention, but I will need to confirm. Brother Jenkins has put together some tremendous graphics. This project has fallen through the cracks at my apologies. However, scarce interest from chapters to provide material for the Manual leads me to question the priority of this project right now. Unless I see significant upturn in interest, suggest we discontinue this in favor of other priorities. I believe Brother Jenkins will have a prototype with him for presentation regardless.
  5. Receiving about 2-3 APX Medal nominations forms per week, EA is forwarding to engraver upon each receipt. I am considering the setup of an email distribution list for the EA and myself to use in sending architecture program Deans and department heads reminders of important dates, etc.
  6. Expansion:
    • WGA, WGS, RD2 and Anthemios actives attended the pledge ceremony for Imhotep Colony at The University of Memphis on 3/23. A great time was had by all and the next phase of their colonization should prove very successful. Looking forward to their installation possibly some time in the Fall.
    • Have directed Expansion Director make contact with interested Vanderbilt student. He will contact WGA and Archi Editor about specifics of Notre Dame interest prior to sending anything to them. Will advise as updates become available.
    • Have requested Expansion Director and RD5 keep in contact with Advising Chair at U. of Arkansas to assist in coordination with faculty alumnus.
    • Frank met with U. of Houston students last Wednesday. After reading his email report and discussing the specifics on the phone, I believe we can say Cleisthenes is a Colony in (re) organization. Will discuss details of our role during the organizational period with ED, ND and RD. Sponsorship could be a big challenge on this one.
    • RD3, Seshait and Apollodorus actives/alumni are planning a road trip to Georgia Tech to meet with students there and assess potential colony situation.
    • ND made contact with Anthemios Brother at Colorado U. and will update as necessary.
  7. Chapter Maintenance/Preservation:
    • Made several phone calls to chapters, mostly concerning convention, but also just to get a feel for their current situation.
    • Everything’s great except for Satyros they are having problems getting their incorporation paperwork completed with the State of Arizona.
  8. Will wait to set up Non-profit mailing account in Texas until next publication is imminent.

D. WGE Report

  1. Ten-year forecast for services/dues proposal is complete.
  2. Receiving about 2-3 alumni dues remittances per day.
  3. Financial information affecting Credentials is number one priority right now. Will get this information to WGA and Credentials Committee members by 3/15.

E. Grand Advisor’s Report

  1. Glass Ceiling project almost complete. Have submitted draft to WGA for review.
  2. Convention procedures and Constitutional outline are almost complete. Will submit to WGA for distribution to delegates and convention officers.
  3. May visit New Orleans with WGS over Easter weekend, to determine feasibility of this site for 2003 convention.
  4. Will send Grand Council convention presentation (the GCs Board) to all GC officers for final edits by 3/17.

F. National Directors Report

  1. Brief discussion about RD4 potential opening in two months. Will attempt to get specifics soon and determine if we need to identify other interested parties.
  2. Have been considering possible service program for chapters to utilize high school design charettes. Have also begun to focus on Chapter Maintenance and Development items namely the Policy and Procedures manuals.

G. RD reports:

  • RD1 – No report submitted
  • RD2 – RD wrote to say her report would be submitted late to ND.
  • RD3 – Both Region 3 chapters need help with fundraising and financial planning. Seshait has 11 pledges, Apollodorus has two. Seshait also has a new website at www.seshait.org. The new brothers at Apollodorus are said to be helping out a great deal. RD also noted that budgeting on a regional level could prove quite effective. A budget for regional directors that includes travel expenses and discretionary funds for regional expansion and chapter growth would help focus the fraternitys resources where they are needed most.
  • RD4 – No report submitted. Rabirius has successfully completed incorporation with Ohio.
  • RD5 – Has had contact with both Cleisthenes and Daphnis, but deems Cleisthenes more promising. She hopes to continue communication and build great relationships with Xenocles. She is also looking for ideas for fundraisers.
  • RD6, RD7 and RD8 – No reports submitted. Daedalus Alumni Association is now in good corporate standing with the State of California.

H. Expansion Directors Report

(absent no report, see WGS report for summary)

I. Old Business

  1. In depth discussion about convention plans. WGAA is instructed to assign specific tasks to chapters in Region 8. Room night requirement has now been met. Only a few outstanding items to finalize.

J. New Business

  1. Motions for the Betterment of the Fraternity

None.

Motion made and duly seconded to adjourn, 9:15PM EST. Passes unanimously.

I do attest and affirm that the above text is an accurate record of the proceedings of the teleconference of the Grand Council of Alpha Rho Chi Professional Architecture Fraternity, held March 7, 2002.

Respectfully submitted this 29th day March, 2002:
Vicki J. Horton
Worthy Grand Scribe
Alpha Rho Chi Fraternity

February 2002

Attendees:

  • Gregory Pelley, WGA
  • Nicole Morris, WGAA
  • Robert Ford, WGE
  • Vicki Horton, WGS
  • J. Scott MacKay, GA
  • Charles Morley, ND
  • (absent) Frank Kitchel, ED

Called to Order Thursday, February 7, 2002 at 7:00PM (EST).

WGA requests motion to approve Minutes from January 10 conference call. Motion made and duly seconded to approve minutes; passes unanimously.

A. WGA Report

  1. Received only two motions affecting the national Constitution & By-laws and forwarded copies to everyone on the Master Directory.
  2. Official notice of convention, including Credentials forms, will be sent to WGS by 2/17. WGS will mail no earlier than 2/19.
  3. Will coordinate with WGE to finalize Credentials checklist for Credentials Committee.
  4. Will send a copy of the Service proposal to all on the Master Directory by March 8. All Grand Council officers are required to provide input.
  5. Officer reports to convention are due to WGA by March 12 for inclusion in the Grand Council official report to Convention.

B. WGAA Report

  1. Have reviewed Fraternity Action Plan devised by Ron Grogan and have decided to implement several items within the plan.
  2. Convention – Still tying up many loose ends, but will obviously be complete by March 31. META Alumnus has made contact with several DC area vendors to solicit donations, sponsorships, etc. Will advise of any updates after meeting with her this weekend. Need specific vendor contacts, rather than corporate office listings, in order to best approach for further sponsorships. Grand Advisor will do his best to provide such contacts within the next week. Regional alumni will also be approaching Vegas and West Coast vendors for sponsorships will firm up final vendor listing by March 7. Will follow up on Bellagio and Mirage tour options.

C. WGS Report

  1. Have asked Archi Editor to submit one or two articles to the N. American Interfraternity Foundation for their publications award. I’ve been told we have good chance of winning.
  2. Database and Master Directory are updated weekly will send GC officers copy of Excel version of MD for mailing purposes.
  3. APX Letter was mailed last month, several members have already received their copy.
  4. Alumni Dues invoices were sent last month and WGE indicates eight alumni have already paid.
  5. Website Convention information is current, including registration forms.
  6. Pledge Manual is still on track, though we will need to reconsider this project unless and until the Chapters provide updated material, as requested at the WA Conference.
  7. WGS Policies and Procedures for WGA – still working on.
  8. APX Medals – EA will send nomination packets to schools by February 14. Beginning the new program which will profile one or two winners in the Archi, in addition to the standard listing and have included the necessary release forms.
  9. Expansion/Chapter maintenance:
    • Have received phone calls and emails from Univ. of Arkansas, Vanderbilt, and most recently Notre Dame, regarding apparent student interest. Have instructed Expansion Director to begin process with representatives from each of these universities. Will contact Notre Dame representative personally, per WGA request.
    • No response from either Houston or GA Tech students – these opportunities may have fizzled for now.
    • Andrews Univ. and So. Poly. Tech. – nothing new, but still good potential.
    • Colorado contingent hasn’t yet been able to form to any noticeable degree and RD7 is moving back to Washington State, where he will continue on as RD. Suggest we inquire with Anthemios graduate student at Colorado and see what becomes of it.
    • The University of Memphis – will take up in New Business.
    • Xenocles Alumnus will be attending faculty meetings this month and will endeavor to set up private meeting with new Dean. XAA will be having an informal gathering to discuss future actions.
    • Dean Yeh has begun expansion efforts at University of Hawaii at Manoa, beginning with the faculty. He has also agreed to serve as a personal reference to APX in our expansion efforts.
    • Sent message to the chapters and associations regarding repeat performance of last years presentations. Suggest we request Boards if chapters are unable to provide presentation.
  10. Non-profit mailing permit will expire at the end of this month – have instructed EA to open permit account here in Texas. Fee will be $125 – will coordinate with WGE.

D. WGE Report

  1. Have almost completed taxes, will finish and send to IRS by February 11.
  2. Will be working closely with WGA to finalize financial plan related to service proposal.

E. Grand Advisor’s Report

  1. Will coordinate with WGAA as requested in contacting vendors for convention sponsorship.

F. National Director’s Report

  1. Incorporation research of active and inactive chapters and associations is complete. Will now focus on lost financial accounts of inactive organizations.
  2. Have begun to compile trending data showing a new chapter risk function. It is still very preliminary, but will eventually enhance our current alert and advisory reporting structure.
  3. RD reports:
    • RD1 – No report submitted
    • RD2 – RD keeping busy with META AA and potential colony at Memphis. RD and several Anthemios actives will visit Memphis Feb. 22-24. VITR has offered to assist META AA with reactivation efforts for chapter RD will take lead role in this effort. ND will contact META AA about their future affiliation intentions.
    • RD3 – FAMU Dean of Architecture is encouraging expansion in the region and will write letter of recommendation for our use with other universities.
    • RD4 – No report submitted.
    • RD5 – Xenocles Alumni Assoc. will be holding and informal gathering soon and RD will be invited. Will follow up with U. of Houston students to assist them in their (re)colonization efforts. Also, will make contact with U. of Arkansas representatives and offer assistance.
    • RD6, RD7 and RD8 – No reports submitted. ND received word that DAED AA is close to returning to good corporate standing. They’ve elected a new Board, Eric Heinsohn (WGAE) is now President.

G. Expansion Director’s Report

(absent no report, see WGS report for summary)

H. Old Business

  1. WGAA will contact keynote speaker again regarding his compensation requirements and then will reply to Rabirius WA with applicable information for his request for university funding.
  2. WGAA sent out vendor donation letters, will advise as updates become available.
  3. RE: Vendors. Need specific contacts with vendors to send letters for sponsorship. GA will look into it, provided we want to pursue. Also, regional members are working with several of their local vendors in this regard.
  4. Initial lodging figures for New Orleans appear high, GA will pursue further options.

I. New Business

  1. WGS submitted suggested amendments to Colonization Policy and Procedure (addressing issue of notification of colony in organization status). Discussion ensues, motion made and duly seconded to accept amendment as outlined. Passes unanimously.
  2. WGS has received Petition to Form a Colony from students and one faculty member at The University of Memphis and after much discussion, recommends the Grand Council accept the Petition. Motion is duly made and seconded, passes unanimously. WGA will attend their Pledging Ceremony in Memphis on February 23, along with WGS, RD, and several Anthemios members.

J. Motions for the Betterment of the Fraternity

None

Motion made and duly seconded to adjourn, 8:00PM EST. Passes unanimously.

I do attest and affirm that the above text is an accurate record of the proceedings of the teleconference of the Grand Council of Alpha Rho Chi Professional Architecture Fraternity, held February 7, 2002.

Respectfully submitted this 6th day March, 2002:
Vicki J. Horton
Worthy Grand Scribe
Alpha Rho Chi Fraternity

January 2002

Attendees:

  • Gregory Pelley, WGA
  • Nicole Morris, WGAA
  • Robert Ford, WGE
  • Vicki Horton, WGS
  • J. Scott MacKay, GA
  • Charles Morley, ND
  • (absent) Frank Kitchel, ED

Called to Order Thursday, January 10, 2002 at 7:00PM (EST).

WGA requests reading of the Minutes from November 14 conference call. WGS moves to complete and distribute via e-mail by 1/14 for approval. Motion duly seconded to approve or edit minutes electronically; passes unanimously.

A.WGA Report

  • Deferred until New Business in favor of convention updates.

B. WGAA Report

  1. Still working on Alumni Welcome Package, Habitat for Humanity partnership, Alumni Survey, and WGAA Policy & Procedures, but lower on list of priorities in favor of convention tasks.
  2. Convention:
    • During recent reconnaissance trip to convention site, several changes have been made resulting in a revised pricing structure (as follows): $180/quad occupancy, $250/double occupancy, $400/single occupancy. In addition, several optional events will be offered separately at additional cost to the participants.
    • Hospitality suite will be available each night for gatherings.
    • Hoover Dam tour is optional and is scheduled for Thursday from 9AM-4PM.
    • Keynote Speaker, David Manica (HOK Sport), is scheduled from 6:30PM – 9:30PM at the UNLV campus. $10 transportation fee is included in convention package.
    • Friday, from 8AM – 11:30AM, tours are scheduled for the Lloyd D. George U.S. Courthouse, as well as possible tours of The Bellagio, Predock Library, Graves Library and the West Sahara Library (these arrangements are still pending). $15 tour fee is included in convention package.
    • Group Photo, Friday from 11:30AM – 12:00PM – optional photo at the famous Welcome to Las Vegas sign. Photo can be purchased in advance for $10, or ordered on site for higher price.
    • Business session(s) Friday, 1:30PM to 6:00PM and Saturday 8:00AM to 12:30PM. Meals and snacks during this event are included in the full convention package, or may be paid for at $20.
    • Casual group dinner from 7:00PM to 8:30PM, Friday. Optional event at $15/$18 per person.
    • Awards Banquet on Saturday 7:00PM to Midnight. $40 fee included in convention package, or may be paid for separately.
    • Individual/Firm sponsorships being offered. Sponsorship levels range from $25 – $200 or more.
    • Registration forms will be made available on the website, as well as within the APX Letter being sent by January 20.
  3. Major concern: deadline for hotel room commitment is March 4th. Requesting early registration by February 14th, final registration by March 1st.

C. WGS Report

  1. Have received several complimentary comments regarding the Archi. Sent chapters several dozen copies for their use in Rush and other promotional activities. Also sent two copies to every accredited School of Architecture in N. America.
  2. Database – have received +/- 75 Arch’s returned in mail thus far. EA made updates to database as needed, indicating more than 20 alumni (mostly recent graduates and WAs) to the lost portion of the dbase. Will insure dbase is current for Alumni Dues invoicing.
  3. Master Directory is current as of January 2, 2002 and is posted on National website.
  4. APX Letter will be printed and mailed by January 20.
  5. Alumni Dues Invoicing EA will mail 1/23/02
  6. Website Master Directory and Attila Leadership Secrets series are current. Webmaster will continue work on website improvements, based on direction from WGS and assistance from several interested Brothers. Will be evaluating host options and will report results. 7/1/02
  7. HS Pledge Manual is still on track, though this office has neglected to follow up with team members for updates my apologies. Prototype will be presented at convention, barring unforeseen obstacles. his office has received no responses from chapters in response to assignment of chapter history portion will verify with other team members. 1/15/02
  8. WGS Policies and Procedures for WGA still working on. Will input in format as provided by WGA.1/31/02
  9. APX Medals Dbase current, EA will send letters to schools.1/25/02
  10. Expansion/Chapter maintenance:
    • Director was instructed to put Cliesthenes reactivation, U. of Memphis and GA Tech. colonies high on priority list, but no responses received to his latest communication.
    • Colorado contingent appears to be motivated should see something soon.
    • Andrews Univ. and So. Poly. Tech. nothing new, but still good potential.
    • Unable to meet with Dean at UTA and RD5 on 12/14. WGS has created potential promotional poster, but still in working stages.
    • Still need faculty reference letters as promised by U. of IL, etc.
    • Still no response to Expansion Director or this office from UDM Colony.
    • Nothing new from Demetrios Alumni Association on their Rush efforts. RD should be checking in soon, will advise as necessary.

D. WGE Report

  1. To-date budget distributed via email today. Please review and advise of questions or concerns.
  2. Have received several chapter reports, but several more are still outstanding.
  3. Transferred $10,000 from MM account into checking, leaving us with $8,208.72 cash on hand.
  4. Priorities between now and convention are:
    • 2000-2001 taxes (already paid $17, forms due February 15)
    • Financial plan (including dues proposal and convention plan)
    • Audit of books
    • Ritual edits

E.Grand Advisor’s Report

  1. Attila series is complete. Who’s next
  2. Sent suggested convention vendor listing discussion during New Business
  3. Have begun preliminary planning for 2003 convention in New Orleans, will advise of updates.

F. National Director’s Report

  1. Have nearly completed research of corporate status for all chapters/alumni associations. At this time, 13 organizations are considered in good standing by their respective states, 11 are not in good standing. Of those not in good standing, two chapters and one alumni association are being assisted by their RD to rectify situation as soon as possible, so as to avoid legal concerns, as well as fraternity representation issues.
  2. Need clarification on official status of six alumni associations will discuss with WGA.
  3. WGA will notify UDM Colony of decision to disband the colony, effective 12/31/01, based upon the lack of communication from colony or their faculty advisor.
  4. Have unearthed one lost bank account for alumni association based in Houston. Will begin a full search in all respective states as soon as corporate research is completed.
  5. Concerned about lackluster Rush at several chapters this year – have directed RDs to take a good look at the situation and advise chapters as needed.
  6. RD reports:
    • RD1 – no report submitted
    • RD2 – ND reports Victoria Prescott (ANTH AA) would like to serve as RD2, beginning officially. Motion and duly seconded to appoint Victoria Prescott RD2. Passes unanimously. WGA will send her official notice.
    • RD3 – Seshait chapter appears to be experiencing some success, especially in their development of a distinguished speaker program scheduled for the following semester. Apollodorus chapter initiated seven new Brothers and had limited alumni presence at the initiation.
    • RD4 – No report, but ND will be attending Anthemios initiation 1/12 and 1/13 and will advise of any necessary updates.
    • RD5 – Xenocles Alumni Association will be holding their annual meeting soon and RD hopes to attend. WGS will insure she receives invitation. Some concerns have arisen as to the strength of this association, but RD will assist as much as possible. RD and WGS intend to meet with new Dean at UTA to discuss reactivation of Xenocles Chapter. RD will also follow up with U. of Houston students to assist them in their (re)colonization efforts.
    • RD6 – Pytheos is starting to face somewhat indifferent and anti-organization faculty atmosphere. They have also noted poor alumni participation. Rhoecus started the semester with eight pledges, but only initiated two. The RD has been unable to determine the reasons for the drop. Rhoecus would like specific information regarding their financial status with APX WGE will contact them. Have suggested RD work with graduating seniors to reestablish their alumni association.
    • RD7 and RD8 – no reports submitted.

G. Expansion Director’s Report

(absent – no report, see WGS report for summary)

H. Old Business

  1. WGAA will attempt to renegotiate deadline for hotel and banquet reservations
  2. WGAA will investigate hotel rooms situated around courtyard, to facilitate hospitality suite access.
  3. RE: Vendors. Soliciting for advertisers and sponsors (for UNLV reception) only at this time. No exhibit space will be made available at this convention will consider for future events. WGA will issue memorandum to vendors as listed by Grand Advisor by 1/31/02.
  4. Rabirius WA is drafting proposal to their university for sponsorship of either the keynote speaker, or one or more tours.
  5. Keynote speaker has not made a formal request for stipend, but has requested we reimburse him for two nights stay at the Venetian. WGAA will investigate budget requirements and advise as updates are available.
  6. WGAA will contact
    • design architect of The Bellagio and
    • Brother Balen (RE: Invitation of Las Vegas architect).

I. New Business

  1. Anthemios alumnus has inquired about time availability for presenting a document on Nathan Ricker. WGAA will provide time during break out sessions during Friday or Saturday business sessions, or during hospitality suite gatherings.
  2. Grand Advisor will contact Steve Wynn regarding other tour possibilities.
  3. WGS will notify chapters and alumni associations of repeat performance of chapter/association presentations.
  4. WGA and WGE will discuss next steps with respect to financially delinquent chapters this weekend. WGA will communicate directly with chapters to discuss and decide next steps.
  5. WGA will send out reminder to all Chapters and Alumni Associations that motions affecting the National Constitution and By-laws must be mailed and postmarked by January 25.

J. Motions for the Betterment of the Fraternity

None

Motion made and duly seconded to adjourn, 8:15 PM EST. Passes unanimously.

I do attest and affirm that the above text is an accurate record of the proceedings of the teleconference of the Grand Council of Alpha Rho Chi Professional Architecture Fraternity, held March 8, 2001.

Respectfully submitted this 14th day January, 2002:
Vicki J. Horton
Worthy Grand Scribe
Alpha Rho Chi Fraternity