Grand Council Meeting Minutes 2003

2003 Minutes

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December 2003

No notes were taken on this call, as the WGS was absent. No minutes available.

November 10, 2003

Attendees:

    • Gregory Pelley, WGA
    • Laura Schmidt, WGAA
    • Vicki Horton, WGS
    • Frank Kitchel, WGE
    • J. Scott MacKay, GA
    • Charles Morley, ED
    • Shani Redmond, ND

Called to Order Monday, November 10, 2003 at 9:02PM (EST).

WGA requests approval of the Minutes from Grand Council September conference call. WGS requests additional time to complete minutes, as the October minutes are quite lengthy. Motion made and duly seconded to table approval of previous minutes until such time as they are completed by the WGS.

A. WGA Report

    1. This office has been in contact with Danny Lee, the new Apollodorus AA president. He has been informed of their suspension, and is working to correct all issues prior to Convention. Apparently changing/fixing their incorporation papers will take the assistance of the original incorporator’ Ora Fraze. Unfortunately, Bro. Fraze is on our lost list. However, I think we might have found him via the St of Florida’s board of Architecture. WGA is awaiting further word � and would like to encourage the Grand Council to offer their assistance.
    2. The Anthemios AA has re-written their by-laws. WGA is expecting a copy for the approval soon. There was an incident during a chapter�s Homecoming involving pledges, actives, and alumni. WGA is awaiting final word from the Regional Director on the resolution.

B. WGAA Report

    1. Convention: packages will be distributed to the website and APX Letter within the next couple of weeks. The package is approximately 60% complete.
      • Finalizations are in process with Radisson�s latest convention planner.
      • Per suggestions from members at the Leadership Conference, we will forego catered lunches during business meetings, instead allowing attendees to sample the local world-class fare on their own time (and dime).
      • Doug Milburn has found a suitable gathering place for the Thursday night of convention.
      • Final confirmation has been received from David Stollman. He will speak from 10am to noon on Friday. He has graciously sent materials, which he has asked that we include in the attendee packages.
      • WGA and WGAA are finalizing the keynote speaker.
      • Doug Milburn continues to investigate possible tours for us.
      • Amber Ford (APOL AA) has come up with a very nice logo for convention. On line next for her is to acquire shirts and banquet programs.
    2. Alumni Outreach and Operations:
      • A draft for the Alumni Dues Invoice is in the works. It will be delivered to the WGS by 12/310/3 for printing and mailing.
      • WGAA is also drafting a letter to Cleisthenes and Dinocrates alumni, announcing the reactivation of Cleisthenes and the pending return of Dinocrates.
      • Also on line this month, making further progress on getting the online dues payments made available for alumni dues.

C. WGS Report

    1. Convention minutes were delivered to Chapters at the Leadership Conference. WGS will follow up with Alumni Associations (with active chapters) to ensure their representatives received the Alumni Association�s copy of the minutes. All other completed and approved minutes are current and have been uploaded to the national website.
    2. The Master Directory is current, the November edition having been uploaded to the national website and notifications sent this last week.
    3. The website address updates are consistent, and it looks as if the technical glitches we faced a couple of months ago have been solved. WGS estimates that we are still missing approximately 75-100 active members on the database! See item #5(a) below for info on a plan to rectify this. We�re still waiting on finalization of details for online payments of dues and fees. Our webmaster is doing all that he can on his own in the interests of saving us programming fees from our ISP, so that � and the message boards � should be done in the next couple of weeks. Also, Rick Jenkins (Metagenes AA) has begun work on the APX medal nominations forms for the website.
    4. The APX Letter is on the streets. WGS is looking forward to hearing more input from the members. The deadline for submissions for the next edition is 11/24, just two weeks from the date of this meeting. We�ll need actual convention registration forms from WGAA, if they are to be included in the APX Letter � at a bare minimum, we need to have an article with more specifics on the hotel, events and New Orleans� offerings so that we can best sell this convention.
    5. The Archi Editor has sent an ftp file, but we�ve been unable to open it. We�re currently awaiting final budget numbers, as our page count and print quantity have both increased, a) because we have more members and satellite organizations and b) because Archi content was such that it warranted more pages. Both of these are good, but the effect on the budget might hurt just a bit.
    6. Still to do this next week: get in touch with the Champaign US Post Office and re-establish our not-for-profit mailing account. This should not be a problem and should just be a matter of a phone call and a fax of a few documents.
    7. Chapter/Alumni Association Maintenance & Preservation:
    8. National Director will request that Regional Directors obtain membership rosters (E-1 info) from their chapters on a monthly basis, which should in effect, replace the need for the name and address info we used to request as part of the monthly membership reports. With the exception of Andronicus, Anthemios, Apollodorus, Cleisthenes and Imhotep, I cannot say for certain that I have accurate information on active members. I�ve attempted to get this information on my own, via each chapter�s website. However, in many cases that is impossible because websites a) are not functioning, b) they do not contain members� names, or c) the information presented is several years old. It remains essential that this office receive current contact info for all chapter Worthy Scribes (or the applicable officer in charge of correspondence and membership reporting) so that a dialogue can be maintained with respect to membership information.
    9. See National Director�s report for more info on Chapters, Alumni Associations and Colonies.
    10. Expansion:
      • WGS has updated the Colonization P & P document to reflect changes made regarding time span required for Colony-in-Organization period prior to delivering a petition for Colony status.
      • Dinocrates Colony will go through formal pledge ceremony in December or January. As you�ll see in the National Director�s report, Region 5�s Director has been instructed to start their pledge education program immediately. Cleisthenes Chapter and Xenocles Alumni Association will share responsibilities for Dinocrates� sponsorship.
      • By 11/10, I expect to have letters for Colony-in-Organization status from students at Virginia Polytechnic (Metagenes) and New Jersey Institute of Technology. We�ve sent messages to chapters and alumni associations in these regions to see about sponsorship for these future colonies and I�ll notify each of you as news becomes available.
      • Please see Expansion Director�s report for more info on potential Colony sites.

D. WGE Report

      1. Checking Account Balance & Investment (Liquidity):
        • The Fraternity�s checking account balances as of 11-02-03 is $16,878. Our Merrill Lynch investment account balance is approximately $67,000.
        • We have $677 of accounts payable items due to Burr Patterson. I am awaiting confirmation of receipt of merchandise prior to paying these invoices. I am also expecting invoices for the Leadership Conference totaling about $2500.
      2. Major Changes in Cash Balance, Position or Investment Value since last report:
        • Major cash expenditures during the month were made for:
        • ARCHI Production $9555
        • APX Letter $2031
        • Nicon Expenses $492
        • Badges & Certificates $938
        • LC Expenses $230
      3. Total expenses paid this fiscal year total $21,240.
      4. Accounts Receivable Update
        • Major cash receipts during the previous month are as follows:
          • Chapter Dues & Fees $2813
          • Alumni Dues $200
          • Colony Fees $1150
          • LC Fees $2100
        • Last month, we received $200 in alumni dues from 3 alumni bringing our total received to date of $1020 from 20 alumni. (note to date total only includes records received since 8-1-03)
        • Total cash receipts this fiscal year total $10,800.
      5. Chapter Reporting
        • As of 11-02-03, we have 13 active chapters. Three chapters (ANTH, APOL, SESH) have are up to date with their monthly membership reports and are fully paid through October. Ten chapters are either delinquent in monthly reporting or dues payment or both. Details are shown in the attached file.
        • Beginning this month, I have created a Chapter Report and Dues Scorecard which is being sent to each chapter WA via email when I send them their monthly report and dues reminder. The Grand Council has been copied on this email. The Scorecard is shown below. Hopefully peer pressure and personal pride may improve chapter reporting and dues payment.
        • Rhoecus continues to not respond to email contact. I recommend that we proceed per our policy (do we have one?) to take Rhoecus to inactive status.
        • Iktinos finally submitted a report in September but has been silent since. They are in trouble. Pytheos continues to be silent and has not submitted a report this year and owes a large balance from last year. It appears that Pytheos is in trouble as well. Rabirius is having money and membership problems too. I recommend that we immediate action to resuscitate Pytheos, Rabirius and Iktinos.
        • Communication has been established with Vitruvius, Andronicus and Cleisthenes and I believe they will eventually catch up with dues and/or reports.
        • Emails were sent on 11-02-03 notifying each chapter that reports and dues are due on the 10th day of the month.
      6. Projects Update
        • A Convention budget was created with the assistance of the WGA and WGAA.
        • Our annual report to the State of Illinois has been completed and mailed.
        • Work continues on our creation of a secure website so that we can receive credit card payments via email. Webmaster is working on this.
        • WGS has finally received the signature forms from Merrill Lynch so that the account can be transferred to the proper names. As of this date, the forms are in circulation around the Grand Council for signatures.
        • The New E-4 form (Reimbursement Request Form) has been updated and the new version is available on the website.
        • Rick Jenkins is working on a web based automated order form for pledge pins. The WGE will inventory a quantity of pledge pins for chapters and new colonies to purchase.
        • A summary report of the Leadership Conference will be completed next month covering the expenses paid and fees collected, provided everyone gets their expense reports to me.
        • Last month, the WGE was directed to write a P&P for the automatic payment of Fraternity Visa card. This has not been started but will be completed by the end of November.
        • Last month, WGE was asked to check files for a P&P for placing active chapters on �notice� for lack of performance of duties (dues, reports, etc.) All eectronic files that I received from previous WGE have been rechecked and there are no P&P covering this. WGE also emailed previous WGE and he said he did not have any electronic files. He did say they may be in the boxes that we received from Nicole. However . . .
        • This office is still waiting for the final transfer of paper files from the previous WGE. These were promised by 8-20-03, and re-promised by the end of October.

E. Grand Advisor Report

      1. None

F. Expansion Director Report

      1. See WGS report for Expansion activity

G. National Director Report

      1. Region 1 & 2: No Report
      2. Region 3: APOL – Initiation next weekend with 10 pledges. They held several events in the past month that went smoothly and were well enjoyed. APOL would really like to have some help in updating their website. SESH – Both APOL and SESH are working on changing their “National” Exam that they use for initiation to a comprehensive assessment test due to the APX hazing policy. There was an issue of an active telling a pledge that APX would offer them nothing in terms of professional skills. In turn 4 or the 5 pledges dropped but the pledge educator was able to meet with them and the problem seems to be resolved and the brother has been admonished. NICON – Installed 10 more pledges, making a total of 28 + 3 in Rome. They are really excited and continuing on their road to chapter hood. They were supposed to start their pledge education quizzes this week.
      3. Region 4: No Report
      4. Region 5: CLEI – They are continuing to go strong. Along with XENO AA they are trying to set up a time to pledge DINO. With projects and holidays it is looking like early December might be the best. CLEI is still working on convincing DINO to make a road trip for FP. They learned from their own experiences how much this bonded them together. IMHO – They are very busy in the midst of projects right now. Not a lot of news from them but no bad news either. DINO – They have a strong core group of 12 or so people and a few stragglers. They are excited about their colony status. Hopefully their excitement will continue and they will make it through their pledge education and onto chapter hood. There is concern again about the travel issue for FP. This should be straightened out and finalized soon. XENO AA – They had a meeting several weeks ago to discuss their co-sponsorship of DINO. The alums in attendance are very excited about the idea. This sponsorship has helped them to spur some effort into reactivating their own chapter. They are planning in January to start doing some events at UTA just to get the name out. Also, hopefully the ND will be attending some classes on campus, which will also help to get the name out.
      5. Region 6: PYTH – They are close knit group. They recently took a trip to the lake for some bonding and s’mores. They have a quite a few events planned in the next several weeks including selling themselves to the younger students in the college. They just provided food for the Hinsdale Celebration in the architecture hall. RHOE – They have had a change in WA’s in the past month. They are working on regrouping their chapter. There has been little to no contact with them in the past month. The RD’s do have planned to attend the Nebraska vs. KU game, which will hopefully help with the communication issues.
      6. Region 7: Yes we now have a RD for Region 7. Montana is still going strong. DAED has had a positive response to the possibility of them sponsoring this group. The RD 7 has been in contact with RD 8 about a possible visit to the CIO this winter. I think the RD for this region is just what we needed.
      7. Region 8: ANDR – They are in the midst of planning their White Rose, which will include DAED and SATY. They have 3 dedicated pledges, to be initiated on Dec 17th. Communication has been stepped up which seems to have made a difference. DAED – They are planning on traveling to ANDR White Rose. They have several pledges but no firm number has been received. The RD will be revisiting them mid Dec and there are plans in the works for a get together. The communication from them is also picking up. SATY – They too are going to ANDR for White Rose. They just had a tailgate party last weekend. Initiation will be Jan 15th – 18th. They are working on a Master Architect proposal to submit at convention. They will be having an Alumni dinner on Nov. 20th. SATY AA – They are working on setting up time for a meeting. They are also working on a group donation to the chapter where � will go to the chapter and � will go to a Scholarship fund.

H. Development Director Report

      1. Work continues on potential donor list. Thanks to Grand Council officers and appointees who have provided names to contact regarding donations.
      2. Will be summarizing for the Grand Council lessons learned from classes.
      3. This office needs to get the overall budget and the fundraising needs for Convention 2004 from the WGAA in order to develop a plan for soliciting corporate and individual sponsors.
      4. Also need to get at least one person to volunteer to assist with Convention 2004 fundraising.
      5. Will be developing a strategy for working with the Alpha Rho Chi Foundation, especially in developing a Centennial Campaign (to end in 2014).
      6. Will contact at least three members of the Foundation Board to apprise them of these goals and to strategize on how to work together to achieve our goals.

I. Old Business

      1. None

J. Old Business

      1. None

K. Suggestions for the Betterment of the Fraternity

      1. WGS suggests APX consider a monthly or quarterly e-newsletter to the members to provide simple updates on current and upcoming projects.

Motion made and duly seconded to adjourn, 10:15PM EST. 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 November 10, 2003.

Respectfully submitted this 21st day of March, 2004:
Vicki J. Horton
Worthy Grand Scribe
Alpha Rho Chi Fraternity

October 2003

Attendees:

  • Gregory Pelley, WGA
  • Laura Schmidt, WGAA
  • Vicki Horton, WGS
  • Frank Kitchel, WGE
  • Charles Morley, ED
  • Shani Redmond, ND
  • Jeff Chandler, RD4
  • Terri Boothman, RD5
  • Andrea DeHerrera, RD8
  • Montana State University Student Representatives
  • Carlos Machado, Cleithenes WA
  • Matthew Zawacki, Cleisthenes WAA
  • Matthew Kreiger, Rhoecus WE
  • Nicole Schiermeyer, Pytheos WA
  • Jimmy Wall, Apollodorus WA
  • Xiomara Munuz, Nicon Colony President

absent:

  • J. Scott MacKay, GA

Called to Order Friday, October 10, 2003 at 6:05PM (PST).

WGA requests approval of the Minutes from Grand Council September conference call. There is one correction: that all mention of donations for the Leadership Conference should coincide ($800 in donations were received). Motion is made and duly seconded to approve September minutes as corrected by the WGS. Motion passes unanimously. The WGS will forward the file to the webmaster for immediate posting to the national website.

A. WGA Report

  1. The revisions to the national Constitution and Bylaws were complete some time ago, but have not been uploaded to the website. Dana Habel has noted some discrepancies between my revisions and his notes from Convention that warrant another review. WGA will be looking at this during my travels this weekend and expect to post the revisions next week. WGA will also begin generating the “annotated” version of the Constitution and Bylaws, hopefully for publication by Spring.
  2. APX has booked David Stollman from Campuspeak to give a talk called, “Buy-in or Get Out” at convention. We are currently working with him to determine a specific time. The cost of this program is $2,500, inclusive. This will be a great motivational program for all of our members. Campuspeak has numerous programs/speakers that cover a number of relevant topics. Depending on the response to this program, we may want to develop a relationship with this organization that can help our chapters/regions bring similar programs to their campuses.
  3. Facilitation and logistics of the Leadership Conference are becoming an issue similar to that of Convention. We need to consider means of removing the WGS, specifically, from the transportation planning. There are agencies (Litwack Travel has been used in the past) that can offer services for this; however, they tend not to be as diligent with getting the best prices as our WGS. Additionally, WGA would like to hear evaluations of this year’s Leadership Conference program within one week. WGA is considering establishing a relationship with The Learning Forum to develop the Conference even further.
  4. We need to review our Policies and Procedures regarding the Alert and Advisory status. However, WGA is unable to locate a copy of our exact policy and much of the WGE’s files remain with the immediate past WGE. WGA will work on locating the exact Policy and Procedure document. Nonetheless, we need to add a couple of points to the policy: 1) to include Faculty Advisors in the communication regarding chapter status, and 2) to communicate that the status designations are administrative and NOT punitive.

B. WGAA Report

  1. From now until further notice, the WGAA will be doing all convention planning, as the official Convention Planner has fallen ill and will be out of commission for several weeks.
  2. Convention:
    • The Banquet is tentatively set for Pat O’Brien’s in New Orleans (their banquet facility, not the original restaurant). It is an old brewery and the room overlooks the harbor. This will be buffet style, with roaming hors d’oeuvres servers, and a carving station. There will be an open bar, though this has added to the logistical items to review. Preliminary total cost per person is at $60.
    • Professional Programs are being addressed; however, this will move up on the priority list as soon as banquet facilities are finalized.
    • The WGS did some reconnaissance on future convention sites during the PFA Convention. As a result, the Buffalo Convention and Visitor’s Bureau has invited the WGAA to attend a familiarity tour in two weeks, at their expense. It is expected that the Richmond CVB will also make the same offer for another date. The Seattle Marriott has also contacted this office in reference to the 2005 convention, so I will inquire as to upcoming familiarity tours in that city.
  3. The Lifetime Membership solicitation sent by the previous WGAA has been fairly successful, thus far garnering roughly $675 in donations. If the WGE is comfortable continuing to send the thank you notes for the donations, this office will defer. I am also happy to send thank you notes. (Note: WGA will send additional thank you letters).
  4. It has been suggested by one alumni association that we consider structuring a format of paying local and national alumni dues directly to each alumni association. Suggest we give this some serious thought and discuss at another time. The Anthemios Alumni Association has volunteered to serve as the test subject, should we decide to try this out.
  5. At the Anthemios Alumni Association meeting, several “for the betterment” ideas were suggested:
    • Web-based accounts (along the lines of what we’ve already been discussing), allowing each brother a unique account with the national website, where they and we can track their membership status, including dues payments. Alumni definitely want a way to make online dues and fees payments.
    • A new piece of jewelry to attach to the badge (or restriction of the crest) to acknowledge dues paying members.
    • A job board and networking systems for other contacts.
    • Issuance of an Alpha Rho Chi credit card. (Note: WGA already working on this)

C. WGS Report

  1. September minutes are finally done. Summer meeting minutes are complete, as are Convention Minutes. I have brought bring CD’s with me to Leadership Conference for distribution. If you see any necessary corrections in minutes files, please let me know.
  2. The Master Directory is current – the October edition has been uploaded to the website, and I have sent a message to all on the Directory.
  3. The Website address updates remain consistent. The Webmaster is working with our ISP to provide a secure webpage in order for us to offer online payments for dues and event fees – there is roughly a $400 increase in web hosting costs. The Webmaster is also finalizing negotiations with our ISP to finally provide APX with a message board – both of these items should be up and running by the end of this month. Rick Jenkins completed work on the E-2 (MMR) online form, and the APX medal nomination form is now next on his list. I would also like to have him generate an online E-1 form, though the parameters I’ve set are pretty high, so I probably need to adjust that for reality’s sake – and Rick’s sanity. More on that as things develop.
  4. The APX Letter has been sent! More than a month later than scheduled, but our printer was having trouble opening files from our Editor – not sure why, but this has been resolved and you should have your copy very soon. Associate Editors are preparing to request submittals from chapters and alumni associations for the next issue, due out in late December. We will need final convention pricing, event information and registration forms for this issue.
  5. Archi Editor continues production work on the next issue, due out in November. The only items we are missing are the Van Heuklyn and Vern Swanson project articles by Eric Heinsohn and Daedalus Chapter, respectively. Both parties have received follow up messages. We will NOT be short on page count even if these two articles are not received, but if the Foundation would like to buy a page or two, we may include their standard promo page and APX Medal winners. The Editor is considering the move to 48 pages on this one!
  6. Renay Marquez has finished the preliminary cut of the “This is APX” DVD and I have the lone copy of it. She has done an outstanding job! I have brought it with me to San Luis Obispo so everyone can see a sneak preview and I’d like to get the membership’s input. It still needs minor tweaking and we definitely need more material to successfully complete the DVD as I had envisioned. I’ll review WGS archives and ask Conference attendees to search their files, too.
  7. Chapter Maintenance/Preservation:
    • Flight arrangements for the Leadership Conference went well financially in some cases, and not so well in others. After all was said and done, we came in ~ $1,000 below the original estimate.
    • RD3 sent 15 pledge manuals from his reserve supply to Satyros. He has now exhausted his supply, so I will supply all future orders from my office.
    • I have created rough Job Descriptions for WA, WE and WS. I have forwarded copies of these descriptions to the rest of the Council and will be looking for chapters to submit their input on other positions they utilize in their chapters so that we can cover every possibility. Ryan Rosen from Daedalus has offered assistance on the Handbook, which will include job descriptions.
    • See ND report for more info from RD’s on their chapters and alumni associations.
  8. Expansion is up and running again full steam! See Expansion Director’s report for details.
  9. Miscellaneous: still waiting on WGS files from previous WGS officers.

D. WGE Report

  1. Checking Account Balance & Investment (Liquidity): The Fraternity’s checking account balances as of 9-30-03 is $21,975. Our Merrill Lynch investment account balance is approximately $67,000. We have no outstanding accounts payable items that would materially change our position.
  2. Major Changes in Cash Balance, Position or Investment Value since last report. Major cash expenditures during the month were made for:
    • LC conference (travel) $6000
    • Nicon Pledge Ceremony $873
    • Convention (deposit) $4291
    • Pledge Manuals $935
  3. Accounts Receivable Update: In September, we received $230 in donations for the Leadership Conference bringing our YTD total LC donations to $1030. Thank you letters have been sent to all donors. Last month, we received $500 in alumni dues from 10 alumni bringing our total received to date $820 from 17 alumni. (note to date total only includes records received since 8-1-03). Total cash receipts this fiscal year total $4,687.50.
  4. Chapter Reporting: As of 10-08-03, we have 13 active chapters. Five chapters (ANTH, APOL, DAED, IMHO, SESH) have are up to date with their monthly membership reports and are fully paid through September. Iktinos has not submitted a membership report in over 13 months. Eight chapters are delinquent in their membership reporting and owe dues for September. (October dues are due on October 10.) Details are shown in the attached file. A summary of the delinquent chapters are as follows:
    • Chapter, Amount Owed, No of Actives, Balance per Active
    • Andronicus, $675, 8, $84
    • Cleisthenes, ?, ?, ?
    • Iktinos, ?, ?, ?
    • Pytheos, $1427.50, 15?, $95
    • Rabirius, $877.50, 25, $35
    • Rhoecus, $253.50, 8?, $31
    • Satyros, $1600, 14, $114
    • Vitruvius, $1350, 20?, $68
    • (Note: numbers in italics are estimates based on last years reports because no reports have been received this fiscal year.) I have added a new column, balance per active. This is the amount owed divided by the number of actives or the financial burden per student. A number nearing $100 per student should be considered “alarming” or should grab our attention. Also, no news (no reports) should always be considered bad news. I recommend that Iktinos, Pytheos, Cleisthenes and Vitruvius be contacted immediately to see if anybody is home. Iktinos has not filed a report in over 13 months and the number of actives they reported at Convention (8) is concerning. Pytheos has not filed a report since Convention and has a large amount due. Pytheos is also a concern as they carried a balance due throughout the previous fiscal year and apparently never found it important enough to pay their balance due at anytime throughout the year. Vitruvius is also a concern as they have not filed a report since December 2002 and are carrying a large balance going into the school year. Vitruvius has contacted the WGE and recognized they had a reporting mess last year and has said they would do something about it but has not shown any activity of cleaning the mess up over the last 30 days. Emails were sent on 10-02-03 notifying each chapter that reports and dues are due on the 10th day of the month.
  5. Projects Update
    • A new non-profit checking account has been opened at Libertyville Bank and Trust. Our commercial account with Wachovia will soon be closed. I know we just established a non-profit account (for Convention) with Wachovia. I would like to not use this account unless we are required to do so.
    • Our application for a merchant VISA account with Libertyville Bank and Trust has been approved and we are ready to accept payments via VISA and MasterCard. We need to establish a secure website so that we can receive credit card payments via email. We have received approval to proceed with the secure web site and Dana Habel is working on this.
    • Our corporate VISA card application has been approved and I have received the card. We have also made arrangement so that the Visa card is paid directly from our LBTC checking account on the due date. All Visa bills paid directly from the checking account will be sent to a GC member for approval. WGE will write up a policy statement on this.
    • Merrill Lynch has been contacted again and requested to send forms necessary to put the investment account into the Board’s current names. Rob Ford has received the forms and has promised to execute these forms by October 12.
    • The New E-2 form (Monthly Membership Report) has been updated and the new version is available on the website. The New E-2 form automatically sends the WGE an email of the E-2 and send a copy to the sender for their records. E-2 will no longer be submitted on paper (except in the case of clearing up past due reports, prior to Sep 2003).
    • I am still waiting for the final transfer of files from Rob Ford. This was promised to be completed by 8-20-03.

E. Grand Advisor Report

  1. None

F. Expansion Director Report

  1. Dinocrates C-I-O President has brought a petition for Colony status with him to this conference.
  2. Nicon Colony appears to be on track and may add a few more to their charter class ranks. RD3 and their sponsor chapter are monitoring their progress and providing guidance.
  3. We’ve not heard anything from Newschool in San Diego and have tried to get contact information from the previous RD to no avail. WGS will recheck her files for early contact information and see if it is still valid so that we might be able to salvage this one.
  4. City College of New York has sent their official letter of organization (WGS has not received it yet) so we suspect we should look for their petition for Colony status in the next month or two.
  5. Alumna from Miami University appears to be moving quickly and she has garnered other student interest. We have received further updates and it appears we may see a letter soon.
  6. Nothing new from University at Buffalo, University of Oklahoma, or University of Miami but RD3 has indicated strong interest remains at U. of Miami.
  7. New interest received from Montana State University, Rankin Technical College, Carnegie-Mellon and Virginia Tech. The Director of the Architecture program at Montana State is sending two students to our Leadership Conference and we fully expect to have a letter requesting Colony-in-Organization recognition at the Leadership Conference.
  8. The WGS has replied to Ranken Tech with a quasi-rejection response, due to the nature of their program. However, their inquiry warrants a revisit by us to our earlier discussion on chapters at non-accredited schools.
  9. September 19, the Xenocles Alumni Association President and Vice President (WGS) met with the Dean of Architecture at UT-Arlington to discuss reactivating Xenocles. Suffice it to say, the Dean is extremely supportive and Xenocles Alumni Association plans to put together a Rush program for Spring and/or Fall semester. The Association will contact the Expansion Director for promotional materials as the Rush events draw nearer.

G. National Director Report

  1. Region 1 & 2: VITR – RD attended Alumni BBQ in September but was unsuccessful in making contact with the group. RD has a hard time getting responses from the WA but does have access to their list serve and has received responses from there. They had an unsuccessful rush, gaining no pledges, but they are excelling at their philanthropic and fundraising efforts. Overall, other then no pledges, they seem to be doing well. META AA -The RD has worked with them to invigorate members in hopea of reactivating META. They are keeping faith and staying positive. CCNY – The RD has not been able to make contact with them
  2. Region 3: SESH – They had a successful rush, which will officially end this week. They have hosted and/or participated in several community service activities. They have plans for the end of the semester SESH Retreat. RD was able to attend their first meeting and was pleased to see a few alumni in attendance. Overall they are running strong with approximately 35 actives. APOL – They are working on a successful rush. They have maintained consistent communication with NICON. They have developed an excellent plan for their own pledge class and working with NICON. The RD has confidence in them and commends them for their efforts. NICON – Consistent communication has been set up with APOL. Big brothers have been established and a bi-weekly quiz schedule has been developed. There are a few alumni in the area that are helping out and administering the tests planed by APOL. Overall their colonization period is going extremely well.
  3. ANTH had a successful rush, with a turnout of 10 pledges, but 2 had to de-pledge after formal pledging due to personal reasons. The chapter remains strong. They have a great line of communication between themselves and ANTH AA. The plans for Homecoming are falling into place for Oct 25th. The stairs are now finished. There have been several professional dinners and lectures this semester. They have planned for rendering workshops for all architecture and design students. ANTH AA – They are maintaining strong communication with ANTH. They are working on revising their operating system and just finished their revised constitution to be voted on at Homecoming weekend. They are working on getting 2 new couches, a matching set of dinnerware and china for the house for when they have formal dinners and presenters. Technically, they are looking into a server for the house and installing a video security camera. They have an event planned on Dec 8 for the basketball game and are looking forward to Founders’ Day 2004. RABI – They are working on fundraisers to offset the costs of the house. They are currently reporting 4-5 pledges with another 2 hopefuls by the end of the quarter. They are concerned that none of their pledge classes have received their badges; this is everyone since their charter class. They are maintaining enthusiasm and moving along. IKTI – The RD’s are still having problems contacting IKTI. They have been in contact with Grishma Patel, a CLEI member now at U of M; she has had a bit of insight on the chapter. IKTI now has 13 new members that are ready to take on chapter responsibilities and they have high hopes for the chapter. They did their initiation and had a successful rush but we have no specifics. The RD’s want to know how other chapters have gained faculty acceptance for hopes in helping IKTI. We have a made a little headway with IKTI due to Brother Patel being there, but there is still the need for adequate contact information.
  4. Region 5: CLEI – The RD had a little email problem early in the month but that seems to be fixed. CLEI has 13 pledges. They are focused on keeping their pledges interested and excited. They have run into some “how to” problems but have gotten help from local alumni and chapters. Upcoming events include an APX movie night on the 14th to show both Matrix films. They are continuing with their initial enthusiasm. IMHO – They now have a confirmed number of 7 pledges from various distinctions and 4 already interested for next semester. They were initially concerned about a potentially overzealous professor, but they have successfully resolved the issues. The only other concern is with badges and membership certificates, but someone from the chapter is working on that. They have a pumpkin-carving contest planned to raise some funds. They have lost one member due to personal reasons, but they are still going strong. DINO – Bryan Pravda is still excited about APX. He says he is weeding people out for the signed petition, which he has brought with him to the Leadership Conference. XENO AA – 2 members have contacted the President of the UTA School of Architecture Alumni Assoc. and he is very interested in reactivating XENO. They also met with the recently appointed Dean of the UTA School of Architecture and he has expressed support for the chapter. They have no meeting scheduled at this point but thoughts are straying to having a meeting to discuss lessons learned at the IMHO initiation and to decide if they’re ready to co-sponsor a chapter.
  5. Region 6: PYTH – They are standing at 12 actives and 9 potential pledges. They have 2 fundraising events planned. They have discussed CLEI coming up for their initiation and increasing their communication with RHOE and they are striving for a good year. RHOE – They are standing at 12 actives for the semester. Rush has not gone as well as they had hoped. They had several activities planned, but had only poor response, with only one person interested. It was mentioned to them the possibility of sponsoring a new colony but they are hesitant because of how things are going with their chapter. The RD’s suggested an increase in communication with PYTH. The RD’s are concerned the problem with their Wine & Cheese and the faculty response to it. The RD’s request that we do not contact that school directly but give the situation some attention and thought, this has hurt their pledging efforts, as well as their identity as part of APX. The RD’s are concerned and we need to step up communication.
  6. Region 8: The RD is still working on gaining communication with the chapters. SATY, DAED and ANDR all had successful rushes. ANDR and SATY both have very active members and are anticipating active pledge classes. Word from DAED AA is that numbers are great and everyone is active. The RD wants time to meet with the WA’s at the Leadership Conference to establish a few things. The region as a whole is going well but we need to get a more detailed report of each individual chapter.
  7. ND Activity: ND has been assigned to work on an RD handbook, and has requested input from the RD’s. As of yet, ND has not received anything. ND has also put together an evaluation form to give to the Chapter Reps that are here at the Leadership Conference to fill out, evaluating the RD’s. The ND is hoping that this will give the national organization information to serve the chapters better in each region. The ND knows there is concern in some regions and hopes the Actives’ comments will help in taking care of this.

H. Development Director Report

  1. Summary – The following is a summary of the basis for the newly created position of Development Director and the anticipated fundraising efforts on behalf of APX on a national basis
  2. Duties
    1. Verify annual fundraising goals
    2. Maintain fundraising database
    3. Utilize and oversee a group of fundraising volunteers
    4. Cultivate potential prospects
    5. Oversee program to cultivate future prospects in student members
    6. Maintain recognition program
    7. Distribute and analyze annual survey of members
    8. Raise funds (10% more than previous year)
    9. Resource for local chapters/associations in their fundraising efforts. {by 2005}
  3. Responsibilities:
    1. Reports directly to the WGA
    2. Works along with the WGAA
    3. Coordinates anticipated funds with the WGE
    4. Coordinate efforts / Liaison with APX Foundation
  4. Fundraising Goals – FY 2003-2004
    1. $2500 Convention Fraternalism Lecture (annual)
    2. $2500 Convention underwriting (annual)
    3. $1000 Chapter Award – So Whitten for scholarship (annual)
    4. $1000 Chapter Award – philanthropy (annual)
    5. $2500 Convention Planning Fund – MacKay Fund (one time – self supported by profit from convention underwriting/income)
    6. $2000 Marketing Budget (publish in professional publications – bronze medal winners, etc.) (annual)
    7. $5000 1/2 Design + 1/2 Publishing of next marketing brochure (annual – different brochure every 4 years)
    8. $2500 Corporate Report (publishing + mailing) (annual)
    9. ? Bronze Medals (go through Foundation) – 120 schools x $100 each award + $20 for certificate to be issued at graduation in lieu of eventual medal
    10. ? Establish a House Foundation (money available for chapters to purchase, expand, etc., chapter houses)
    11. ? Alumni Website – cost to increase server space, pay someone to design/implement job search on-line
    12. ? Alumni Events – regional and alumni reunions / gatherings (for associations with no chapter)
  5. Tasks for 2003-04:
    1. Establish fundraising goals (verify with GC)
    2. Catergorize Goals and decide on fundraising methodology for each; (capitol campaign, annual giving, etc.)
    3. Reword goals so that fundraising goals support educational goals and annual dues cover administrative costs (i.e. convention underwriting)
    4. Gather historical fundraising data
      • Former givers to Foundation
      • Life Member donors to 2003 LC
      • Continual alumni dues payees
      • Former frequent donors (i.e. Tim Tourville)
      • Silver Medal Winners
      • Former GC members
      • Current / Former alumni exec.
      • Former convention officers
      • Former WAs (multiple years on Exec Board)
    5. Gather ultimate needs from GC (�If you had an unlimited budget�� �If you had unlimited marketing��)
    6. Coordinate with Foundation – write letter to all; get list of former donors; coordinate goals and efforts – establish lines of demarkation and cooperative efforts
    7. Identify prospects
    8. Analysis propsects
    9. Create a fundraising database
    10. Recruit, organize and oversee a group of fundraising volunteers; (Karen Williams @ Seshait, Tzveta @ Apol; Scott Swanson?; recent Vitr graduates; others?)
    11. Begin cultivation of potential prospects
    12. Establish guidelines for a program to cultivate future prospects in student members
    13. Establish and implement recognition program
    14. Create survey of members and review with GC
    15. Distribute and analyze survey of members
    16. Tailor specific goals and supporting data (based on survey responses)
    17. Raise funds
    18. Resource for local chapters/associations in their fundraising efforts. {by 2005}
  6. Parallel Tasks for DD – FY 2003-04
    • Educating Foundation in Fundraising Basics
    • Organizing a �Designer�s Day� at Habitat for Humanity collaborative with AIAS, LASS, IIDA, AE, etc.
    • Reunion (1990-1994) for Vitruvius alumni in 2004
  7. Identifying Prospects:
    • Canvas GC:
      • Greg Pelley – 11 prospects on file
      • Laura Schmidt – 4 prospects on file
      • Frank Kitchell – no response yet
      • Vicki Horton – 13 prospects on file
      • Nicole Morris (DD) – 14 prospects on file
    • Assemble list of historical donors (donations, consistent dues payees, recent life member supporters)
    • Analyze list of prospects with fundraising committee
    • Input information into database
      Fundraising Database
      At some point we should investigate software options and/or the integration of fundraising data into the national database. At this point though I�ll be using the basics offered by Excel and/or Word. I don�t intend for the creation of a database to get into the way of starting to cultivate propects.
  8. Fundraising Ideas for APX National
    • Direct Plea of Individuals
      • Pros – dedicated to cause, infrequently tapped; 76% of donations by individuals
      • Cons – wary of past leadership/direction of APX; inconsistent vision in past; multiple pleas (conflict of national vs. local; alumni vs house; foundation)
      • National Corporate Sponsorship – yearly contact
        • Research sponsors of AIA, AIAS, LASS, etc.
        • Research sponsors of Smithsonian, Art & Design mags, etc.
        • Survey members for reception of rental car, plane ads, etc. (non-related sponsors)
      • Regional Corporate Sponsorship of conventions
        • Booths (layouts, price sheet, registration form, get out 8 weeks – year prior)
        • Exposure to local university (research data, program, etc.)
        • Local businesses – appeal to attendees extending their visit as a vacation
      • Ads by local alumni for their corporation
    • Website
    • National publications (Archi, Newsletters)
    • Convention (appeal to local attendees – non member attendees and students)
    • Create a regional column in APX publications – ala Smithsonian
  9. List of Members Directory – would our membership be interested in paying for a directory? (doubtful)
  10. Selling of APX Merchandise
    • Inconsistent success in past due to diverse duties of WGE, and no marketing – need single source for storage, mailing, responsibility, budget
    • Pros: Fosters a national image – feeling of belonging and community
    • Cons: Most common chapter fundraiser (don�t want to take their income); Not where the big money is at for a lot of headaches
  11. Appeal to other like-minded Foundations, Famous architects, bronze medal recipients
  12. Appeal to Universities with grad programs (need historical data about our membership to support plea)
  13. Local opportunities
    • Show House – have an interior designer decorate each room in a house and charge admission
    • Historical House Tours – once a year do a house tour; once a year do a garden tour
    • Bus Tours – annually offer bus tours to regional sites (Fallingwater, green buildings, etc.) – provide these services if no local AIA already do it.
  14. Marketing of APX
    • Get our name out in professional magazines (will cost, but�)
      • Advertise Convention 6 months in advance
      • Congratulate bronze medal winners (must be at max 4 months after)
      • Congratulate scholarship winners
    • Get our name out at universities
      • Faculty mailings
      • Poster? (one each semester – sponsor competition at least a year in advance)
    • Job search / posting on website
    • Publish thesis papers on website
  15. Research / Survey of APX
    a survey of alumni must happen soon based on my first FR class. We need to find out how our constituents feel about APX and if they receive our message. More on this later�.

    • Collect data on student population and compare to local arch student population – use in proving our mission is successful
      • % plan to do post-BArch degree
      • % minority
      • % women
      • # GPA, # Honorary
      • % breakdown of discipline (hype our diversity)
      • % travel to europe / study abroad (appeal to advertisers)
      • % immediately switch degrees or switch during college
    • Collect data on our alumni population
      • % post BArch
      • % non-architecture when graduated college
      • % switched professions post-graduated
      • % minority
      • % women
      • % members of professional organization
      • % each profession

I. Old Business

  1. Nicon Colony has submitted their pledge fees, as required.
  2. WGE and WGS to check any and all files from previous WGE to help with issues regarding badge and certificate orders.
  3. WGAA Emeritus has sent group photos from Cincinnati convention.

J. New Business

  1. None

K. Suggestions for the Betterment of the Fraternity

  1. None

Motion made and duly seconded to adjourn, 8:25PM 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 October 10, 2003.

Respectfully submitted this 21st day of March, 2004:
Vicki J. Horton
Worthy Grand Scribe
Alpha Rho Chi Fraternity

June 2003

Attendees:

  • Gregory Pelley, WGA
  • Nicole Morris, WGAA
  • Laura Schmidt, WGAA-Elect
  • Vicki Horton, WGS
  • Robert Ford, WGE
  • J. Scott MacKay, GA
  • Frank Kitchel, WGE-elect
  • Charles Morley, ND

Called to Order Monday, June 9, 2003 at 9:01PM (EST).

WGA requests approval of the Minutes from March and May Conference Calls, and Annual Meeting. Motion is made and duly seconded to approve minutes. WGS will forward minutes to Webmaster by June 14 for upload to national website.

A. WGA Report

  1. Plans for the Leadership Conference moving forward. This one is not going to be cheap, but the PR for going to San Luis Obispo and Daedalus will be worth it.
  2. Spoke with Ryan Rosen at length re item #1, as well as discussion about the Foundation. Chapter is working with the Foundation to resolve their differences.
  3. Chapter will be hosting a fundraising event one night, and a wine & cheese with the Faculty another night.
  4. Ground transportation is still being finalized.

B. WGAA Report

  1. Looking forward to hosting the Summer Meeting.
  2. Alumni Dues payees historical records – as of May 11 listing, $7,120 has been collected. About $20 more than collected last year, but 20 alumni less have paid than last year.
  3. Alumni dues reminder postcard will go out this summer.
  4. Will finalize the convention budget/expense records.
  5. Will be sending messages to those who bought convention photos
  6. Summer Meeting attendees should arrive Friday noon or early afternoon, plan on leaving late Sunday afternoon.
  7. WGS will book flight and hotel for WGS/WGAA-elect and GA/wife.
  8. DC alumni picnic is next Saturday the 21st, will join and assist.
  9. Will push to get out invitations for the Philadelphia gathering this weekend.

C. WGS Report

  1. Alumni Dues reminders will go out within the next 4-6 weeks, depending on the printer�s schedule.
  2. Master Directory is current – June edition has been uploaded to the website, and I�ll send a message to all on the Directory.
  3. The Website address updates remain consistent. The APX Message Board is ready to go, but the Webmaster is waiting on us to get the �ad-free� provisions started.
  4. APX Medal nominations are all but through. I�ll send the Webmaster and Archi Editor the listing by the end of this month for publication.
  5. Chapter Maintenance/Preservation:
    • Chapters are very quiet, but the buzz has begun on appointments and the Leadership Conference.
    • Several chapters and alumni associations have provided input and suggestions on who should be appointed as their Regional Directors. Their main concerns center around:
      • communication, or lack thereof; they feel RD�s should communicate to GC what chapters/AA�s are doing, but only to a point – and the RD�s should also communicate to the chapters/AA�s what the GC is doing. Several mentioned the need for �better representation,� but I�ve grouped this here because the specifics they mentioned really fall under �communication.�
      • visitation; they all want to see their RD�s as frequently as possible, and
      • guidance; they want RD�s to walk a fine line, providing advice/counsel, without telling them what to do.
    • Exchanged a few emails with Andronicus Chapter regarding their incorporation status and they are finally making progress. There remain some issues with several names having been used, non-profit status, etc. Still no news from Apollodorus or Daedalus Alumni Associations – haven�t heard anything from them.
    • After a few email conversations with various actives, I strongly suggest we get their input on suggested topics for a Forum at the Leadership Conference in October.
    • Daedalus would like for Leadership Conference attendees, especially Grand Council members, to set aside some time during the LC to visit the Vern Swanson archives, perhaps even consider buying a piece or two.
    • Cleisthenes is planning an extended road trip to visit chapters in Regions 4, 5 and 6 in order to see several initiations first hand. They�re also participating in a Sandcastle Contest in Galveston.
    • Imhotep plans to take their pledges to Virginia for initiation at the Metagenes Alumni Association President�s home, in order to take advantage of Region 2 alumni support. This will, in turn, provide MAA with a morale boost regarding reactivation of their chapter.
    • I may need to travel to Memphis sometime soon for the initiation of the Imhotep Faculty Advisor. I�ve advised the ND and RD to keep in contact with the Chapter and Faculty Advisor to coordinate a convenient time and place for all involved, as I don�t foresee them taking him to Virginia.
    • See ND report for more info from RD�s.
  6. Expansion efforts are ongoing, despite the summer break at most campuses.
    • I know I�ve said it before, but Dinocrates should be submitting their petition for official Colony status soon.
    • Nothing new from University of Hawaii but several recent alumni from Satyros plan to vacation there this summer, and one Daedalus active will be there for a time in September. All have offered their assistance in meeting with the students, should we need.
    • I expect Florida International University will be submitting their Colony petition this week – they appear to be very motivated and have built quite a rapport with the Apollodorus Chapter, so I would suggest we consider this in our discussions on sponsorship. They have tentatively chosen a name, but we�ll wait and discuss when we have their petition in hand.
    • Received a message from a sophomore student at UT-Arlington who is interested in reactivating the Xenocles Chapter. With Shani attending classes there this fall, and the possibility of appointing a pair of very motivated RD�s who live 3 miles from campus, I think we might have a winning combo this time around.
    • Also received an email message from a student at City College of New York. Frank will send the standard package and we�ll follow up with communication from RD1/2 and possibly some other local alumni.
    • Nothing new from previous expansion sites lately, but it�s summer, so this lull is expected.

D. WGE Report

  1. Financial statements and chapter reports summary are attached.
  2. Thus far this year, we�ve collected $20 less in alumni dues as compared to previous year.
  3. Mutual funds are not doing well.
  4. The money market account continues to grow, albeit slowly.
  5. Renewal for the surety bond is $326. The bond covers all GC officers. Need confirmation that we still want to do this before renewing, suggest we discuss at summer meeting after looking at other options.
  6. TO DO prior to the Summer Meeting:
    • Pick up signature paperwork at the bank for new officers.
    • Have books reviewed for last two fiscal years.
    • Ship WGE records to WGE-elect.
    • Organize files
    • Prepare End-of-Year financial statements
    • File tax documents
    • Request refund of past tax payment (IRS error)
    • Set up PayPal account for APX Message Board account

E. WGAA-elect Report

  1. Convention Planning
  2. Hotel has been all but booked. The contract is on its way to Greg for his signature as we speak. The final choice was the Radisson New Orleans. Check it out online at www.radisson.com. The quote for rooms was $89 per night for a quad. Amenities include 24hr security, pool & Jacuzzi, on-site bar/restaurant, gift shop, fitness center, hourly transportation to the French Quarter and more. Hotel is located downtown and is 4 blocks from French Quarter, 3 blocks from the superdome, 6 blocks from Bourbon St. and is 2 blocks off of I-10.
  3. Meetings will also be held at the hotel (as well as the banquet), due to the spectacular deal we have been given. For the meetings, the room is $100/day, with or without food. We have chosen to have lunch catered by the hotel on meeting days because that too was a good deal, though I don�t have the exact price in front of me. The meeting room is located on the top floor of the building, overlooking the pool.
  4. For the banquet, we will get the room for free, so long as we spend $35 per person for the food. The banquet needs to be presided over by 2 (that�s right, 2) security guards. One plain clothed, and one from the NOPD. The hotel�s on-staff convention planner will retain the guards.
  5. Money saved by having the banquet at the hotel may go to a live band, dance lessons, tarot card readers. Any other ideas are appreciated.
  6. Workshops and Keynote Speakers: A letter has been sent to the 2 official city historians, notifying them of our impending convention. I requested their input and possible service, hoping that giving them advance notice would also help in retaining the help of others, but I�ve yet to hear back from them.
  7. From Nicole, I need to know to whom you were speaking with at Tulane University.
  8. Non New Orleans-centered workshop ideas include: Lighting Design Workshop, Building Code Workshop, Model Making Workshop, Professional Workshop [starting a business, contract writing, etc], Photographing Interiors Workshop
  9. City-Based ideas include: Site visits, Artisan demonstrations (on-site or in the artisan studios), Haunted Tours, Plantation house tours, and garden district tours.
  10. Graphics/Theme: Yeeah� Still no theme. We have employed the help of Amber Ford to brainstorm a good theme. She already has a few good ones, so I know we picked the right person to help.
  11. We would like to put together a city-booklet to give to each convention-goer. Booklet will include maps, bus/trolley schedules, and discount coupons from local businesses.
  12. I am requesting to have a conference call sometime next week to get started on the theme, and booklet, to include myself, Lori Beth, Amber and Greg.

F. GA Report

  1. No report

G. Expansion Director Report

  1. Nothing to add to WGS report. Need to send files to next Expansion Director.

H. National Director Report

  1. Absent

I. Old Business

  1. None

J. New Business

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

K. Suggestions for the Betterment of the Fraternity

  1. None

Motion made and duly seconded to adjourn, 10:00PM 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 9, 2003.

Respectfully submitted this 10th day of June, 2003:
Vicki J. Horton
Worthy Grand Scribe
Alpha Rho Chi Fraternity

May 2003

Attendees:

  • Gregory Pelley, WGA
  • Laura Schmidt, WGAA-Elect
  • Vicki Horton, WGS
  • Robert Ford, WGE
  • J. Scott MacKay, GA
  • Charles Morley, ND

absent:

  • Nicole Morris, WGAA
  • Frank Kitchel, WGE-elect

Called to Order Monday, May 12, 2003 at 8:01PM (EST).

WGA requests approval of the Minutes from March 10 and 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 June teleconference to submit minutes for approval.

A. WGA Report

  1. A recent article in Fraternal Law newsletter has brought concern as to the potential liability of our Faculty Advisors, who may not be aware of our anti-hazing policies. The legalities of the highlighted case aside, WGA has asked the National Director and WGS to forward to him a contact list of all chapter Faculty Advisors so that they may be informed of our policies. We should also include them on any official correspondence regarding our policies in the future. In light of this information, WGA suggests we consider subscriptions to Fraternal Law for each of our constituencies. Baseline cost is $12/annual/subscription (4 issues). WGA will check into bulk discounts with an alternate possibility of the WGA sending quarterly excerpts to chapters, alumni associations and faculty advisors.
  2. Will be working on the revisions to the Constitution and By-laws, and will distribute and post when complete. 5/26/03
  3. WGA requests summer meeting agenda items and budget requests be submitted prior to the summer meeting. Agenda items are to be sent to the WGA, budget items are to be sent to WGE, with cc�s to WGE-elect and WGA. 7/1/03
  4. Each of us has likely received a formal request for donations to the Foundation. WGA will be making a contribution, and requests other members of the Council make contributions as well. As the leaders of Alpha Rho Chi, we need to consider that our contributions to the Foundation will ultimately benefit the Fraternity.

B. WGAA Report

  1. Convention 2003
    • WGAA has not had a chance to summarize the final profit/loss budget of the Cincinnati Convention. WGE to forward his tally thus far per the accounting software.
    • Will be submitting reimbursement for approximately $4,300 from Marriott. 6/1/03
    • All consultants have been paid as of last week.
    • Reimbursement check for Seshait active should have been processed by WGE, as it was approved prior to convention.
    • Partial reimbursement should be considered for JoEllen Wang and Matthew Kreiger of Rhoecus, as we received notification of their inability to attend via email on the Wednesday of convention. After reviewing reimbursement policy, will notify WGE to process checks, if approved.
    • Will review all registration forms again and full documentation from WGE to confirm whether or not two attendees actually paid. If no payment is found, will invoice these two individuals.
    • Group photographs have been received. Will send to the approximately 80 attendees who purchased the photo.6/1/03
  2. Alumni Dues:
    • Have not received a complete list of those that have paid 2003 alumni dues. Expect from WGE next week. Have received one packet of receipts. WGS received a couple of envelopes from WGE at convention.
    • Should be able to send WGS the final copy for the postcard reminder. Timeline and procedure on mailing of these will need to be finalized with WGS. 6/1/03
    • Production of membership cards/payment confirmation has not begun. Depending on number of payees, may resort to only sending form letters to save the cost and design of the membership card program until next fiscal year.
  3. Regional Gatherings
    • June 21st – Washington DC at LeTourneur/Ehrlich residence (backyard BBQ). July 19th – Philadelphia at Morris residence, barn/backyard cookout.
    • Michele LeTourneur volunteered to help design the postcard invitations.
    • WGAA will coordinate with WGS for the list of names so that invitations can be printed. Invitations for June 21st will be mailed by May 21st.
  4. Convention 2004 – WGAA-elect
  5. Grand Council Summer Meeting: Need to confirm expected arrival of people for meeting. Would prefer that everyone arrive the afternoon of Friday, July 18 and plan on working through afternoon of the 20th.

C. WGS Report

  1. Master Directory is current, though changes will be taking place in the next couple of months. The latest edition has been uploaded to the website and I have sent a message to all on the Directory notifying them of the updates.
  2. The website address updates are still consistent; we receive approximately 5-6 per week. We are currently working on establishing a message board on our site.
  3. All outstanding Grand Council meeting minutes will be caught up and posted to the national Website as soon as they are approved. Still working on the Annual meeting minutes.
  4. Convention Minutes are almost completed. Convention Secretary and President will sign and send original hard copy to WGS shortly. WGE is burning them onto CD-ROM for distribution similar to last year�s schedule.
  5. APX Medals nominations are coming in regularly now, at least 5 per day. National Director presented inaugural medal at the University of Memphis to an Imhotep brother.
  6. Expansion is going well, but should trail off as summer breaks begin:
    • Have not heard much from Dinocrates lately, but still waiting on them to deliver their Colony petition. I�ve checed the UT website and they are now registered as a student organization, so apparently the ball is in the students� court. Most recent correspondence from their President simply stated that life has been incredibly busy.
    • National Director is working with Demetrios Alumni Association to revive Demetrios Chapter. See the ND�s report for further details.
    • See report from Region 3 Director for further info on Florida International Colony-in-Organization. We�ll need to be creative, as this site has more than 50 ready to pledge.
    • Nothing new from University of Hawaii, or other �pending� sites.
  7. Chapter Maintenance/Preservation
    • Chapters are virtually silent. I�m sure this is due mostly to being in the midst of final exams and projects, or already on their summer breaks.
    • State corporation status remains the same, but I sent a message to Andronicus, Cleisthenes and Daedalus Alumni Association requesting an update. Cleisthenes is only waiting on notification from the State of Texas – all of the paperwork/fees are in.
    • See ND report for more information from Regional Directors.
  8. In the coming months, I will be working on: P&P manual, Pledge Manual updates, Coordinating/providing updates and improvements to national website, coordinating printing and binding of the Ritual for the chapters. I�ll have baseline budget numbers assigned to all items prior to the summer meeting.
  9. I have found two more potential additions to the list of �chapter namesakes� – both Egyptian. 1) Senenmut (Senmut), named as the architect of Hatshepsut�s mortuary temple at Deir el-Bahri, as well as two burial tombs for himself. 2) Semmedjet (sp?) – a very prominent figure in the construction of many temples – the only �surveyor� to have his own tomb in the Valley of the Kings. I�m still researching this one, as I didn�t really have time yesterday to look into the artifacts they had on display.

D. WGE Report

  1. Convention-related financial notes: As of May 11, I have collected $6,644.50 and paid $5,975.82 for a net income of $668.68. However, considering WGAA�s report requesting reimbursement of roughly $4,300, we may see a deficit of approximately $3,631. Will adjust in small quantities elsewhere within budget to account for shortage, if necessary.
  2. As of May 11 (Convention expenses notwithstanding), we are currently running $475.50 under budget.
  3. Have received roughly 145 alumni dues payments, down this year by approximately $220.00 as compared to fy �02-�03.
  4. Will be sending WGE-elect the WGE files in the coming weeks.

E. Grand Advisor Report

  1. Have been in contact with the Anthemios actives regarding questions involving Robert�s Rules of Order. Questions dealt with which edition of Robert�s Rules of Order to use, then the order of business when resolutions are effective, etc.
  2. Quickly determined that we will need to submit a resolution regarding which edition of Robert�s Rules of Order to use, as our current Constitution and By-laws states that an aging version should be used.

F. WGAA-elect Report

  1. Have held three conference calls with Events Planner to discuss the 57th National Convention. She is working closely with Anthemios alumnus in arranging a schedule to get this done efficiently. The schedule has been completed and I am awaiting my copy.
  2. Events Planner has been in contact with New Orleans Convention Bureau and has submitted request for bids for hotels and conference centers that can handle an event of our size and our budgetary needs. The deadline for bids is May 15th.
  3. As of May 8, only one bid had been received from the Hampton Inn & Suites Convention Center. It appears to be a bit above our price range, but factoring in the complementary breakfast and free transportation to and from the French Quarter, it might not be too bad.
  4. We are planning to put together a booklet for each of the convention attendees, which includes all pertinent information for the city, including: bus schedules, things to do, restaurants, etc. We hope to do this early enough so that we may be able to include sponsorship from local organizations, perhaps including coupons to local eateries. The convention bureau has been helpful in their suggestions.
  5. A themes for convention has not been devised as of yet. Our goal for our next conference call, which will be June 12, is to come up with three suggestions each, at which point we will discuss the pros and cons of each suggestion. From there, a logo will be developed, which we hope Amber Ford will take part in. Suggestion: inquire with the City of New Orleans as to their theme for 2004, or ask Mayor�s office for list of upcoming projects.
  6. We are still in search of a keynote speaker and should be able to find several individuals with expertise in the architectural history of New Orleans. Suggestion: contact the New Orleans AIA Chapter and ask for suggestions.
  7. We are also trying to come up with activities for underage attendees to do once the sun goes down. One of these is a Haunted History Tour. This would be $12 per student, before any potential group discounts. For more info, check out www.hauntedhistorytours.com
  8. We are also checking into the possibility of doing a photographic scavenger hunt, similar to the one done at the Lincoln convention.

G. National Director Report

  1. Region 1&2: Vitruvius held initiation (number of initiates is unknown). RD stayed for a chapter meeting and commented on the level of professionalism. RD is also on the chapter�s listserve. Metagenes Alumni Association�s newsletter should go out soon and a summer retreat is planned for June (WGS has already forwarded the Metagenes Alumni Association�s database to their President). NOTE: Expansion is being addressed by the Regional Director. She has made contact with Virginia Tech and was hoping to award the APX Medal, but was never contacted again. Regional Director was able to obtain a listing of Metagenes brothers through the university�s alumni database.
  2. Region 3: Entire region needs expansion brochures and the Regional Director has also suggested that each Regional Director receive a supply of brochures (as well as copies of the Archi) to assist in expansion. Seshait recently held a reception honoring a faculty brother on the occasion of being named Teacher of the Year. Their new WA is Richard King. Brian Swilling is currently working to rejuvenate the Seshait Alumni Association, but I have no further updates at this time. Apollodorus has held elections. Their new WA is Jimmy Wall. See the WGS for contact information. Nothing new regarding the Apollodorus Alumni Association, though the Regional Director has offered to assist if asked. Florida International is moving ahead, but members are going abroad. They may need to consider a Rabirius or Daedalus style of leadership scheduling. Regional Director has suggested we consider Apollodorus as sponsor, due to proximity, eagerness and summer availability.
  3. Region 4: no report. Tom Gabel is Anthemios Chapter�s new WA. I have begun working with the Demetrios Alumni Association to reactivate the chapter. Lots of good ideas and communication has begun. They are hoping to begin with Fall Rush events very soon.
  4. Region 5: Cleisthenes is going well, they held elections and their WA is Carlos Machado. Essentially, all Colony officers were elected to the appropriate office within the chapter. WA has offered to help with expansion information/history regarding reinstalling an inactive APX chapter, which may be of help to Demetrios, Metagenes and others. Dinocrates is apparently still alive and moving along. Imhotep recently hosted me for the presentation of the APX medal to an APX brother (who plans to attend UVA for graduate studies). Had a good meeting with the Faculty Advisor, and he has expressed interest in establishing the alumni association, getting a chapter house, going through initiation, etc. The chapter intends to travel to Metagenes Alumni Association for their August initiation. With recent events/challenges facing the chapter, we should monitor Imhotep closely for a period of time.
  5. Regions 6, 7 and 8: no reports
  6. Have begun building the Faculty Advisor�s list per WGA�s request.

H. Expansion Director Report

  1. None – Absent

I. Old Business

  1. None

J. New Business

  1. Please have suggestions for appointee positions by the next call, scheduled for June 9, 2003.

K. Suggestions for the Betterment of the Fraternity

  1. None

Motion made and duly seconded to adjourn, 10:02PM 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 May 1, 2003.

Respectfully submitted this 1st day of June, 2003:
Vicki J. Horton
Worthy Grand Scribe
Alpha Rho Chi Fraternity

April 2003

Attendees:

  • Gregory Pelley, WGA
  • Nicole Morris, WGAA
  • Vicki Horton, WGS
  • Robert Ford, WGE
  • J. Scott MacKay, GA
  • Frank Kitchel, WGE-Elect
  • Laura Schmidt, WGAA-Elect
  • Shani Redmond, RD5

Called to Order Sunday, March 30, 2003 at 9:40PM (EST).

WGA requests approval of the Minutes from March 10th conference call. Motion made and duly seconded to defer approval of minutes until April conference call; 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

  1. None

C. New Business

  1. Operations
    • Outline of future teleconference meeting dates: May 5; June 9; July 18-20 Grand Council Summer meeting, Chester Springs, PA. Will establish dates beyond that at summer meeting, but suggest continuance of first Monday of every month.
    • Leadership Conference to be held in San Luis Obispo, CA from October 10-12. WGS will coordinate airline travel for attendees, with the goal of having all arrive by 4:00 PM PST on the 10th. WGA will contact Ryan Rosen regarding possible professional event for conference. As with last year�s Conference, APX will pay travel expenses of all attendees, but lodging and most meals will be the responsibility of the attendees.
    • WGS to get list of Nominations Committee members and their contact information from the Convention Secretary, in order to expedite nominations for 2003-2004 appointments.
    • WGE will check into possible online payments of Alumni dues; first phase of the process (setting up PayPal account) should be in place by June. Other phases should be complete by December 31, 2003. Eventually, we should research the possibility of accepting online payments for Chapter and Association Dues, Badge orders, merchandise orders, etc.
    • WGA is currently working on an extensive awards program. He has established criteria for the various awards APX currently gives, as well as a new awards program based on Chapter and Alumni Association performance of �routine� tasks. WGA will continue to work with Awards Committee to establish timelines, entry forms, budgets, presentation criteria, etc.
    • WGS has asked that Alumni Association Development be tasked to the Expansion Director, possibly included in the process of establishing a chapter. This is tabled due to recent research done by the Alumni Association Committee. We should monitor the committee�s progress.
    • WGA and WGAA-elect will be reviewing the NCNB/BoardSource materials in hopes of adopting helpful ideas with respect to our fundraising campaigns.
    • Discussion regarding the possibility of APX �going international.� This will take some intense planning and research. Perhaps we could consider an �APX Ambassadors� program initially, in order to see what interest there truly is on an international basis – is the interest in Central America and Canada isolated, or is there more interest we have yet to tap into? No official action to be taken on this until further needed.
    • WGAA will initiate a �Focus on Faculty� campaign in order to officially recognize and, in some cases, reward our faculty advisors and other supportive faculty members.
    • WGA is currently compiling a list of items to be included in an �Installation Kit,� including a sign-in book, gavel/block, document seal, Robert�s Rules of Order, and a copy of the Ritual. WGS and WGE will coordinate efforts to refresh Chapter supply of bound copies (and workbooks) of the Ritual; will particularly look into leatherette bound copies of the Ritual.
    • WGA establishes an official national appointee, entitled �Events Planner� and appoints Brother Lori Beth Wilson. Brother Wilson will work closely with WGAA-Elect on all details of the 57th National Convention and may be reached via email at lwilson-at-facilityres.com
    • WGA establishes a second appointment, entitled �Associate Worthy Grand Estimator� to assist the WGE with the routine tasks associated with the office, thereby freeing up the WGE to focus more fully on fundraising and other high-level financial objectives. No names are immediately mentioned, though it is suggested that we contact those who have served on the Audit Committee at one or more conventions.
    • Agenda items dealing with fiscal year budget items and Grand Council project lists are tabled due to time constraints. These items will be discussed at the summer meeting to be held in July.
  2. Publications
    • WGA will update the Constitution and By-laws, as necessary, per resolutions passed by the delegates of the 56th National Convention.
    • WGS will update the Archi Pledge, including all pertinent information regarding Imhotep and Cleisthenes Chapters, as well as changes to suggested criteria for selection of Master Architects.
  3. Chapters / Alumni Associations
    • Apollodorus Alumni Association: Incorporation still has not been established with the State of Florida and alumni association has ignored all attempts to communication with the Grand Council. WGA moves that the Grand Council suspend the Apollodorus Alumni Association, based on Policies and Procedures established by the 55th National Convention delegates. Motion duly seconded, passes with 4 yeas, 0 nays, 1 abstention.
    • Apollodorus Faculty Advisor has resigned. WGA will write a letter to Apollodorus Chapter advising them of their requirements and options, and offering the Grand Council�s assistance.
  4. Alpha Rho Chi Foundation
    • WGA is in receipt of a letter from the APX Foundation, requesting the Grand Council approve the appointment of Brother Chuck Nickel to another term, to commence January 1, 2003 – ending December 31, 2005. Motion made and duly seconded to accept the request for appointment. Motion passes with 4 yeas, 0 nays, 1 abstention.
    • Lengthy discussion ensues regarding future goals and objectives of the APX Foundation. The Foundation needs to, at a minimum, raise enough money to cover grants, scholarships, and their own administrative expenses. According to their recent reports, this amounts to roughly $15,000 per year. The Fraternity should expect to see their business plan, their goals and objectives, in writing. The Grand Council suggests the Foundation invest in professional educational fundraising materials to assist them. As a correlary, the Grand Council will also take advantage of fundraising educational materials.

D. Convention Items

  1. Motions Passed by 56th National Convention:
    • 56-1: Regarding amendments to and additions of Articles within the National Constitution (Motion numbers 56.1 – 56.4); see item �C/2/a� above.
    • 56-5: Concerning membership forecasts to be sent as part of a convention credentials packet; WGS will send copy of the form to national webmaster for inclusion on the national website. WGA will include in the official notice and credentials packet for the 57th National Convention.
    • 56-7: Regarding amendments to Article VIII, Section 01(F) of National Constitution, �Master Architect� see item �C/2/a� and �C/2/b� above
  2. 57th National Convention
    • Selection of site for 57th National Convention. Motion to hold 57th National Convention in New Orleans. Motion passes. WGA requests initial financial figures be established prior to the Grand Council�s summer meeting, in order that the Fraternity�s fiscal year �03-�04 budget and publications may include all necessary items and information.
    • WGAA-elect will coordinate with Events Planner and New Orleans Convention Bureau to establish most advantageous dates, although initial discussions indicate March 25-28, 2004 to be ideal. Final dates will be established during the Grand Council�s summer meeting in July. With Tulane nearby, and having received messages of interest from Tulane students, WGAA and Events Planner will inquire with the University to see about hosting events on campus.
  3. Suggestions for site of 58th National Convention, as per the commentary provided by those in attendance at the 56th National Convention:
    • Seattle, Miami, Key West, New York City, Montreal, Toronto, Phoenix, Houston, Charleston, Raleigh/Durham.
    • Lengthy discussion ensues to determine most likely site. Highlights of the discussion:
      • we should hold convention where we have a high concentration of alumni, in order to take advantage of professional opportunities, as well as potential support network. WGS notes these areas include New York, Washington, DC, eastern Florida, Dallas/Ft. Worth, Chicago, and Los Angeles.
      • we should keep in mind the rotational aspect of convention and Leadership Conference sites. The most recent conventions having been held in Regions 2, 4, 6, and 8 we should consider Regions 1, 3, 5, and 7. In addition, Region 3 was just host to the Leadership Conference and Region 8 has now been established as the host for the next Leadership Conference. Of remaining regions, no events have been held in Region 7.
    • After discussion, sites are narrowed down to Denver and Seattle. WGAA-elect is tasked with establishing a timeline for the 58th National Convention.

E. Suggestions for the Betterment of the Fraternity

  1. None

Motion made and duly seconded to adjourn, 1:00PM EST. 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 March 30, 2003.

Respectfully submitted this 1st day of June, 2003:
Vicki J. Horton
Worthy Grand Scribe
Alpha Rho Chi Fraternity

March 2003

Attendees:

  • Gregory Pelley, WGA
  • Nicole Morris, WGAA
  • Vicki Horton, WGS
  • Robert Ford, WGE
  • J. Scott MacKay, GA
  • Charles Morley, ND

absent:

  • Frank Kitchel, ED

Called to Order Monday, March 10, 2003 at 9:01PM (EST).

Motion is made to approve the Minutes from Grand Council February meeting. WGS requests more time to complete. Request granted – minutes will be approved at the Annual Meeting to be held March 30, 2003 in Cincinnati.

A. Officer Reports

WGA Report

  1. Request bullet points from each officer for compilation in the Grand Council Report to the Convention.
  2. Request agenda items for Annual Board meeting to be held March 30, 2003 in Cincinnati.
  3. To date, have received 21 votes in the affirmative for Cleisthenes. Nineteen votes is the minimum requirement, so we are set to go. Since the minimum has been reached, I will not enter votes on anyone�s behalf. I will give the remaining non-responders through the end of Convention to enter an official vote – after which I will let the record stand as is, or enter an abstention for them.
  4. I have ordered three new charters. First, for Satyros. Second, for Imhotep. And third, for Cleisthenes – a blank. I have arranged with Holly, our calligrapher who resides in Cincinnati, to do the work on the Cleisthenes charter on Thursday or Friday of convention. I will need to arrange for someone to pick it up on Friday around noon.
  5. Related to #4, APX has purchased an inexpensive set of framer�s pliers.
  6. APX has also recently purchased a timer for the Parliamentarian. In addition, I suggest we begin presenting a nice, ceremonial box containing a gavel for the Convention President, the timer and a Robert�s Rules of Order for the Parliamentarian, and possibly a nice Mont Blanc pen for the Convention Secretary. No serious suggestions as of yet for the Sergeant-at-Arms.
  7. To date, the Nominations Committee has received three nominations – all for Convention President.
  8. We need to determine THIS WEEK which organizations are in good standing.

WGAA Report

  1. Convention
    • Sending invitations to Cincinnati area alumni for banquet.
    • Rabirius forwarded contact information for local transportation company – will contact them for information.
    • Will also find a local photographer for the group photo.
    • Thursday�s City Tour has been cancelled due to lack of registrants, but the Hard Hat tour for downtown is still a go.
    • Brother Bender was working on workshops, but has fallen behind. Will work to catch him up.
    • Rabirius WA is working on acquiring University funding for convention items.
    • Rabirius Chapter is working on a keepsake banquet agenda, as well as posters advertising the Keynote Speaker.
    • Chapter is arranging on-campus meeting space, but it is possible we will need to move meetings and gatherings to the host hotel.
    • Host chapter acquired a DJ for the banquet – banquet menu is set, all reservations for the banquet must be in by 4 days prior.
    • Working on APX Expo – establishing funding, fees, etc.
    • Welcome party to be moved to park across the street (or indoor space).
    • Grand Advisor is hereby assigned advance planning for 2005 convention in Pacific Northwest (specifically considering Seattle, Vancouver or Denver).
  2. Text for alumni dues mailer follow up postcard is completed, will forward to WGS as soon as possible.

 

WGS Report

  1. Alumni dues invoices were sent February 11th, but bulk mail is proving slow, so suggest we plan to mail 2004 invoice by December 31, 2003.
  2. Master Directory is current and as soon as February edition is posted on the national website, I will send a message to that effect to all on the Directory.
  3. Still receiving approximately 6-7 address updates via the website each week.
  4. APX Medal nomination packages were sent and we have received three nominations to date (not including a 2002 nomination for University of Texas at Austin).
  5. Expansion/Chapter Maintenance:
    • Twelve members of the Cleisthenes Colony will be initiated in the wee hours of the morning on Thursday of the convention. The Grand Lecturer, Pytheos and Rabirius continue to coordinate logistics of the installation.
    • Dinocrates is awaiting approval from the University (based on a letter from me stating authorization of the use of the APX name).
    • Nothing new from University of Hawaii, but we need to discuss logistics involved with support of geographically distant chapters.
    • Florida International University submitted a formal letter announcing they have officially organized for Colonization. They have a very large group. RD3 will contact their President and coordinate next steps. ED will resume his normal procedure after convention. We are possibly looking at a June Pledge Ceremony.
  6. Chapter Maintenance
    • Organizations currently not in good standing with their State Corporation offices:
      • Andronicus Chapter
      • Apollodorus Alumni Association
      • Daedalus Alumni Association (pending)
      • Cleisthenes Chapter (pending)
      • Will remind each organization to bring with them to convention any documentation illustrating the most recent attempts to rectify their incorporation status.
    • Miscellaneous:
      • Have received one convention report to date and the deadline is fast approaching.

WGE Report

  1. Year-to-date financial statements were sent today.
  2. Will contact APX Foundation regarding their contributions.
  3. Had filed extension for taxes with IRS, but taxes have since been filed.
  4. Will contact chapters this week regarding status/dues.
  5. Have begun receiving many alumni dues checks!

Grand Advisor Report

  1. Initial research suggests that motion for Grand Council to recuse their delegate during elections is supported by Robert�s Rules of Order.

Expansion Director Report – Absent – see WGS report for updates

National Director Report

  1. No Regional Directors� reports to discuss.

B. Old Business

 

  1. None

 

C. New Business

 

  1. None

 

D. Suggestions for the Betterment of the Fraternity

 

  1. None

 

Motion made and duly seconded to adjourn, 9:56PM EST. Passes unanimously. Next meeting will be the Annual Board meeting on March 30, 2003 at 9AM EST in Cincinnati, OH.

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 10, 2003.

Respectfully submitted this 25th day of March, 2003:
Vicki J. Horton
Worthy Grand Scribe
Alpha Rho Chi Fraternity

February 2003

Attendees:

  • Gregory Pelley, WGA
  • Nicole Morris, WGAA
  • Vicki Horton, WGS
  • Robert Ford, WGE
  • J. Scott MacKay, GA
  • Charles Morley, ND

absent:

  • Frank Kitchel, ED

Called to Order Monday, February 10, 2003 at 7:03PM (EST).

Motion is made and duly seconded to approve the Minutes from Grand Council January meeting. WGS requests one edit. Upon completion of edit, minutes are approved.

A. Officer Reports

WGA Report

  1. Cleisthenes ballot was mailed on January 31, 2003. It was followed up by an email to all WA�s and Alumni Association Presidents letting them know it was coming, in the hopes that this will result in a more rapid response than occurred with Imhotep.
  2. APX Hazing Policy statement was mailed February 1 to everyone on the National Directory.
  3. Motions received for the 56th National Convention were assembled and posted on February 1, 2003. Six motions were received regarding alterations to the National Constitution and By-laws, in addition to two motions tabled from 55th National Convention. All of these were included in the package that was mailed.
  4. Credentials and Official Notices were prepared and sent to the WGS for signature and mailing. These will be posted no earlier than the 11th of February, 2003 (45 days prior to convention).
  5. Will be ordering the Imhotep and Satyros Charters as soon as Satyros submits the names of their charter class.
  6. Approximately 50 membership certificates remain to be signed and sealed – will complete by this weekend.
  7. Will try to have something put together on Awards Committee prior to convention.
  8. Will need to review status of all chapters and associations within the next 30 days.
  9. Trying to find a date to meet with North Carolina State soon.
  10. Andronicus will be nominating Pierre Koenig for Master Architect.

 

WGAA Report

  1. Convention
    • Discussion about banquet menu and final costs.
    • Submitted the AIA CES provider application, which should be approved just prior to convention.
  2. Alumni dues mailer is being sent tomorrow, via bulk mail. Still working on letter to Life Members.

 

WGS Report

  1. 1. Two copies of the Archi were sent to universities. Editor is submitting two articles from the last issue to the NIF for potential awards – will also be submitting items to CFEA for their design contest.
  2. APX Letter was sent on January 29. Both Fall and Winter editions should be on the website by now.
  3. Have requested printer bid on follow up alumni dues postcard, but I am still waiting on the final text.
  4. Master Directory is current and was sent to all on the Directory. Will begin sending monthly notifications that the most current directory is on the website, rather than sending the actual directory file each month.
  5. APX medal nomination packages are being sent this Friday, the 14th.
  6. Sent one copy of the Ritual to Imhotep, as they had nothing from which to perform Pledge Ceremony.
  7. Expansion/Chapter Maintenance:
    • Cleisthenes Colony submitted their Chapter petition January 23rd and they are working toward immediate incorporation. Pytheos and Rabirius are coordinating plans for a March 26 initiation/installation in Cincinnati, assuming vote is positive.
    • Dinocrates is holding their first 2003 meeting today and they will be signing their Petition for Colony Status. Once received, we will need to discuss potential sponsor organizations. Several organizations come to mind.
    • Assistant to Dean Yeh at University of Hawaii sent a message inquiring about establishing a chapter and it sounds as if they�re ready to organize. They would like someone to visit and present information and answer questions regarding APX. Suggest we do as much as possible via email and telephone and consider budgeting a visit for Formal Pledge Ceremony.
    • Received a message from Daphnis alumni living in Arlington, TX. They have offered their help in reactivating Xenocles, as well as other chapters in Region 5. They will be attending the Xenocles Alumni Association meeting on February 23.
    • Chapter Maintenance
      • Chapters have been unusually quiet, except when asking about convention.
      • Imhotep Chapter has delivered their incorporation documentation from the State of Tennessee, but still no news from outstanding chapters (or alumni associations).
    • Miscellaneous:
      • Have sent a message to chapter WA�s and alumni association Presidents informing them of the March 12th deadline for convention reports and credentials.
      • Have been working on Grand Council �Job Descriptions� for the (future) Policy and Procedure Manual, in the hopes that this would be a more realistic description that could be sent by the Nominations Committee.
      • National Director and myself are on top of incorporation status, so that there are no surprises at the start of convention business.

 

WGE Report

  1. Year-to-date financial statements are attached to this report [Secretary�s note: please see final WGE report as submitted to Convention Secretary for full Financial information].
  2. Still working on finalizing the Foundation request.
  3. The following chapters have thus far filed reports and submitted dues:
    • Andronicus Chapter (Sep – Oct �02)
    • Anthemios Chapter (Sep – Dec �02)
    • Apollodorus Chapter (Sep – Oct �02)
    • Daedalus Chapter (Oct �02 – Jan �03)
    • Rabirius Chapter (Sep – Oct �02)
    • Satyros Chapter (Sep – Oct �02)
    • Seshait Chapter (Sep – Nov �02)
    • Pytheos Alumni Association Fees
  4. Will be sending Alumni Association Fees invoices by February 24.
  5. Beginning with January 2003 reports, I have reverted the membership reports to a monthly format. Between chapters not filling out the bimonthly reports correctly, or not submitting them at all, as well as nuances regarding initiation dates and when a member is considered active, the monthly format should be easier to work with.
  6. Will follow up with APX Foundation on reimbursement for FY �02-�03 budgeted items.

 

Grand Advisor Report

  1. No report – working on assignment as required by WGA

 

Expansion Director Report – Absent – see WGS report for updates

National Director Report

  1. Region 1 reports Vitruvius has invited APX Brothers to contribute to their House Renovation Fund.
  2. Region 3 reports Seshait is currently up to 42 actives! Suggest we keep a watchful eye for potential hazards associated with such a fast increase in membership.
  3. Region 4 reports no news from U. of Illinois at Chicago.
  4. Region 5: please see Expansion news under WGS report.
  5. Region 8 reports Andronicus was VERY successful in their GPA goals. Regional Director will check with State of California regarding incorporation issues.

 

B. Old Business

 

  1. None

 

C. New Business

 

  1. None

 

D. Suggestions for the Betterment of the Fraternity

 

  1. None

 

Motion made and duly seconded to adjourn, 8:37PM EST. Passes unanimously.Next meeting will be held March 3, 2003 at 9PM EST.

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 10, 2003.

Respectfully submitted this 25th day of March, 2003:
Vicki J. Horton
Worthy Grand Scribe
Alpha Rho Chi Fraternity

January 2003

Attendees:

  • Gregory Pelley, WGA
  • Nicole Morris, WGAA
  • Vicki Horton, WGS
  • Robert Ford, WGE
  • J. Scott MacKay, GA
  • Charles Morley, ND (see WGS note in Officer Reports)

absent:

  • Frank Kitchel, ED

Called to Order Sunday, January 12, 2003 at 7:07PM (EST).

Motion is made and duly seconded to approve the Minutes from Grand Council October and December meetings. WGS requests notes are still needed from officers who attended November meeting. WGAA will forward notes to WGS for compilation prior to February call.

A. Officer Reports

WGA Report

  1. Currently working with calligraphy company to complete Imhotep and Satyros Charters. Still waiting for Imhotep and Satyros to submit names of charter members.
  2. Completed update of APX Hazing Policy statement. Please review and suggest changes prior to 1/19. Will send to all chapters and alumni associations by 1/25.
  3. In the process of reviewing APX Foundation Constitution and By-laws in order to follow up on suggestion made at 55th Convention regarding possibility of non-members serving on APXF Board of Directors.
  4. Completed Fraternity�s report to the APX Foundation, but the Foundation has yet to meet for this fiscal year.
  5. Will distribute Master Architect Search Committee reports to other Council members, in order to generate a motion to change the By-laws accordingly.
  6. Silver Medal is being presented to Howard Van Heuklyn on January 27, with the reception being hosted by the Andronicus Alumni Association and Chapter.
  7. Will follow up with Awards Committee to determine their progress.
  8. Will be calling each Chapter and will consider any agenda items Council members would like to suggest.
  9. Working on 56th National Convention business session agenda, Robert�s Rules Helpful Hints, etc.
  10. Will follow up with Grand Lecturer for RISE publication (focusing on The Ritual).

 

WGAA Report

  1. Convention
    • NCAA basketball finals (Region II & III) are being held at U. of Cincinnati March 23-25; suggest everyone make their hotel reservations early, as there may not be available space once APX block of rooms is filled (considering blocking off more rooms – will update as necessary).
    • Getting Website information and registration ready, will send to Webmaster ASAP.
    • Have contacted AIA Ohio for sponsor names and will put list together for potential event sponsors.
    • Any changes to the Convention Banquet menu must be requested by 1/31.
  2. Alumni dues mailer is being sent tomorrow, via bulk mail. Still working on letter to Life Members.
  3. Also working on coordinating regional alumni gatherings.

 

WGS Report

  1. Executive Assistant will send universities their copies of the ARCHI, shortly…my apologies for the delay, we�re trying to ensure we�re using the most current mailing information.
  2. APX Letter should have been uploaded to national website by now. Production of the Winter edition is wrapping up and should be in print by 1/13, putting it on the street by the end of this month.
  3. Considering an inquiry to our printer to have them do the Alumni dues invoices. 2002 invoices were expensive, both in printing and in time spent/paid for to Executive Assistant. Would like to take advantage of the bulk mailing rates, in addition to streamlining the process. Will advise WGA and WGE as soon as I receive and bid and will decide from there.
  4. Master Directory is current and was sent to all on the Directory. The January edition is already on the national Website.
  5. Will send a message to the Chapters and Alumni Associations regarding the March 12th deadline for convention reports and credentials.
  6. Will send/distribute several paper items found in latest acquisition from the Ronald Grogan �archives� (Grand Council stationery, blank certificates, glossy file folders, etc.)
  7. Will be working on Policies and Procedures Manual as time permits. Hope to have a basic outline by convention.
  8. Expansion/Chapter Maintenance:
    • Cleisthenes Colony is wrapping up work on their documentation and they are apparently still on track for a January 20 petition delivery.
    • Have heard nothing new from Dinocrates Colony-in-Organization, but last contact leads me to believe we may be seeing their Colony petition very soon.
    • Nothing new from Pratt, Syracuse, Norwich, or other previous sites, to my knowledge.
    • Expansion Director sent promotional materials to Florida International University student.
    • No news from active chapters at all, but most of them are only now beginning to return from the holiday break.

 

WGE Report

  1. In the process of rebuilding hard drive.
  2. Will work on Chapter reports (received and outstanding) this week.
  3. Coordinating payments on Alumni Dues invoicing, as well as other expenses.
  4. Still working on opening the new checking account.
  5. Will compile fiscal year report by March 15 for convention delegates and attendees.
  6. Will follow up with APX Foundation on reimbursement for FY �02-�03 budgeted items.

 

Grand Advisor Report

  1. No report – ready for next assignment.

 

Expansion Director Report – Absent – see WGS report for updates

* WGS Note: National Director joins conference call at this point.

National Director Report

  1. Have received no Regional Director reports for December activity, though this is likely due at least in part to holiday breaks.

 

B. Old Business

 

  1. None

 

C. New Business

 

  1. None

 

D. Suggestions for the Betterment of the Fraternity

 

  1. 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 January 12, 2003.

Respectfully submitted this 9th day of February, 2003:
Vicki J. Horton
Worthy Grand Scribe
Alpha Rho Chi Fraternity