2011 spring meeting minutes

8/7/2019 2011 Spring Meeting Minutes

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Lambda Chi Alpha, Alpha Delta Zeta Chapter

Housing Corporation Meeting Minutes

12 March 2011, MS&T St. Pat's

Current Officers & DirectorsPresident: Len Kirberg AD 610 (present)Vice President:: Curt Hertel AD 681 (by proxy)Secretary: Jason George AD 1139 (present)Treasurer: Kevin Schwalje AD 1131 (present)

Hi Pi: Tony Siebert GG 1374, [email protected](present)

Directors:Tom Green AD 1002 (by proxy)John Vaninger AD 569 (by proxy)Larry Thomas AD 1207 (by proxy)Josh Hemphill AD 1274 (present)Scott Preston AD 1135Scott Bertelsmeyer AD 1169 (by proxy)Jack Bertelsmeyer AD 683 (by proxy)Troy Williams AD 1177Ryan Miller AD 1316Rob Sutton AD 1158 (present)Scott Green AD 1176 (present)Chuck Toedtman AD 608 (by proxy)Andy Singleton AD 1175Pete Legsdin AD 699 (present)

Current CommitteesVolunteer Giving:Curt Hertel AD 681Gene Faenger AD 580 (present)

Scholarship Committee:Rob Sutton AD 1158 (present)Steve Puzach AD 1315 (present)

Newsletter Committee: Scott Preston AD 1135

Rush Counselor: Len Kirberg AD 610

Academic Advisor: Scott Grasman AD 1322

Finance Committee:Artem Cherynak AD 1352Kevin Schwalje AD 1131Pete Legsdin AD 699

House Committee:Curt Hertel AD 681Rob Sutton AD 1158Scott Green AD 1176Jon Vaninger AD 569

Chapter OfficersHigh Alpha President Matthew Callaway, AD1362 [email protected](present)High Beta Vice President Internal Matthew Naglich [email protected] Theta Vice President External Justin Kutay [email protected] Gamma Secretary Andy Saake [email protected]

High Tau Treasurer Artem Chernyak, AD1352 [email protected] (present)High Iota Risk Manager Matthew Wicklund [email protected] Kappa Fraternity Educator Brad Georgen [email protected] Delta Rush Chairman Alexander Gibbs [email protected] Phi Ritualist James Buckley [email protected] Sigma Scholarship Chairman David Taylor [email protected] Epsilon Social Chairman John Ross [email protected] Rho Alumni Correspondent Josh Noeldner [email protected]

House Manager John Baumgartner, AD1326 [email protected] Manager Tony Roth - [email protected]

Additional Alumni Accounted for at Meeting

Al Faenger, AD609James Nelson, AD1171Brent Schumer, AD1250

Shawn Borgerding, AD1317Mark Puzach, AD1357

If you see any errors, please notify the Secretary: Jason George, [email protected]

9:06am meeting called to order by Len

I. Reports of Officers: (15 members constitute a quorum; at least 12 must be alumni)President's Report: Len Kirberg


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Welcome and IntroductionsLen announces the need to depart from the usual schedule to discuss current House Treasury mess.Problem was described as follows:Financial problems became noticeable in October 2010On October 30th, 2010 a letter from National threatened to suspend the chapter's charter due to lack of payment

Current Situation:The previous Chapter Treasure (High Tau) is no longer in the office and a new High Tau (Artem Chernyak) is inplace. Len has been in communication with Brother Chernyak about this most pressing issue. Brother Chernyakbelieves he is capable of managing the office. There is currently a large amount of unaccounted for debts and credin the account. A brief show of hands among actives and associates in attendance at the meeting indicated several hnot seen their house bill checks cleared.Chapter agreed to the goal of reconciling the accounting within a 30 day deadline. Chapter Tau has a committee ana previously successful Tau to help in this important task.

Future Actions / Changes:Len came to the meeting prepared with 4 recommendations to minimize the risk of a re occurrence of this situation

1) Chapter finances must be reconciled within 30 days after the close of each semester. - chapter agreed.2) Outstanding uncollected debt from previous terms may not be counted as income for future budget. No

only are uncollected funds allocated for the previous term,they can creates a budget shortfall if construed as incomfor future semesters. - chapter agreed.

3) Increase the house bill by $40 per man per month starting next semester. Discussion pointed out this isreasonable for the following reasons:

- several years have passed since the last increase- increased costs of food and other house expenses- LCA house bills will reach the average Rolla Fraternity house bill AFTER a $40 increase- Planned dorm cost increases will keep LCA significantly less costly than the dorms- This additional income will likely be necessary to lessen the impact of potential shortfalls in the budget.

The increase was motioned by Al Faenger and 2nd by Gene Faenger. Unanimously approved.4) Chapter to begin making incremental, predetermined payments to the Housing Corp at predetermined da

within each semester. Len proposed some amounts and some dates, after discussion ensued, chapter agreed to the

policy and would offer specific amounts and dates within a month.

Brother Sutton recommended the High Tau provide regular reports to the HC Treasurer or other HC representativethe status of the Chapter finances.

Len pointed out the current $75/month Parlor Fee charged to out of house active members may not be adequate tocover the expense of even the food if the out of house member eats frequently at the chapter. There was discussionand the High Alpha agreed to have this issue evaluated.

Vice-President's Report: Curt Hertel (not present available by proxy vote)

Secretary's Report: Jason George (no report)

Treasurer's Report: Kevin Schwalje

Current Balances:$7,884.42 Operating$39,114.11 Reserve$257,402.74 Loan (so far this year paid $4,500 toward principal in addition to monthly P&I payments)Totals to date (FY runs 7/1/10 to 6/30/11)Expense: $42,317.77 of budgeted $78,250Income: $28,250 from chapter of budgeted $78,250 (~$15,500 behind from last semester and no payments made


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toward current semester yet)

High Pi (Executive Vice-President) Report: Tony Siebert

Tony announced he may be moving from Rolla soon leaving a vacancy in the Office of High Pi. The chapter is inneed of a local volunteer to advise the chapter.

Academic Advisor's Report: Scott Grasman

Spring 2010 Fall 2010 Trend

GPA MembersGPARank

GPA MembersGPARank

GPAChange

RankChange

Associate 2.49 3 10/12 2.37 17 11/16 -0.12 -1

Active 2.64 46 15/20 2.76 36 15/21 0.12 held

All ADZ 2.64 45 14/21 2.64 53 14/21 0 held

All Men's 2.99 n/a n/a 2.92 n/a n/a -0.07 n/a

All

Student

3.04 n/a n/a 2.97 n/a n/a -0.07 n/a

AllFraternity

2.88 n/a n/a 2.83 n/a n/a -0.05 n/a

Rush Counselor Report: Len Kirberg

High Alpha's Report: Matt Callaway1) Rush

a. Total Membership: 53 Current Actives: 50 Current Associates: 3b. Summer and Fall 2011 Rush plans currently in action:

-New freshmen callings and house tours, spring and summer house visits, sports games, rush parties in St.

Louis, no float tripsc. PRO Days Already signed two high school students for next falld. Call-a-thon to all incoming freshmen interested in Greek life.e. Cole Recruitment Seminar with Master Steward

2) Scholarshipa. Fall 2010 GPA: 2.64 Spring 2010 GPA: 2.64 Fall 2009 GPA: 2.63

(Fall 2010 Active GPA of 2.76)b. Big Brother / Little Brother Collaborationc. Incentives (Dinners, Awards)d. Mandatory study hours / LEAD sessionse. File Room Maintenancef. Alumni Support

g. Apple Polishers April 7

th

3) Philanthropya. NAFD participation and eventsb. Watermelon Bash (4th Annual) April 9thc. Volunteering at Alumni Officed. Over 650 hours of community service last semestere. Highway cleanup (3 miles on Highway V)f. Chicken Benefit Dinner (50th Annual) Largest charity event in g. Collaboration with Boys and Girls Town

4) Brotherhooda. Intramurals 4th among Fraternities, near perfect attendance and participationb. Weekly Brotherhood events


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c. Beta Day April 10thd. Great collaboration of Brotherhood events and Rush events

5) Financesa. Had past member pay outstanding debtb. Overdue bills paid.

6) Conclavea. February 25-27b. Five members attended and will write report

High Tau's Report: Artem Chernyak

High Rho's Report: Josh Noeldner

The Transit when out everyone should have received a copy by now Reviewed the schedule of St. Pat's events for the weekend's visitors Currently in progress: updating the e-mail and phone lists of alumni. Alumni, please send your current

information to Josh at [email protected]

House Managers Report: John Baumgartner

Several projects underway

Parking lot concrete finished on December 16th

Brother Rob Langford volunteered to fabricate some hand rails for the project pending Thanks to Brothers Len Kirberg and Doug Workman for volunteering to recover the pool table.

II. Reports of Committees:Executive Committee (President, Vice President, Treasure, Secretary and Hi Pi)No report

House Committee (Curt Hertel, Rob Sutton, Scott Green, Jon Vaninger)No report

Finance Committee (Artem Cherynak, Kevin Schwalje & Pete Legsdin)

No report

Newsletter Committee (Scott Preston) Great job by Brother Scott Preston putting out a fantastic newsletter Noted article on ADZ in the National Cross & Cresent publication a very good article recommended to

anyone who missed it.

Scholarship Committee (Rob Sutton, Steve Puzach) Brother Rob Sutton visited the chapter earlier in the semester to discus scholarship Noted was lack of activities restrictions for those on academic probation In works: Planning for holding a Fraternity Education on academics

High Alpha to provide mid term reports on status of academics

Volunteer Giving Committee (Curt Hertel, Gene Faenger)No report

III. Unfinished Old Business: Len has attempted to contact the property manager of the apartments next door to resolve the survey issue.

No significant progress to report.

IV. Upcoming Meetings


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Homecoming is October 8th, 2011

Brother Jason George to organize a KC area alumni gathering

Brother Len Kirberg to organize a St. Louis area alumni gathering

April 9th, 2011: Tentative Beta Day brotherhood event house workday

Brother Scott Preston suggested an Alumni Family Day be organized

Board of Directors Meeting (Must have 9 members to constitute a quorum) not held1) Old Business

2) New Business

Chapter Improvements Update

Work Call IssuesRemove and dispose tree limbs and plastic bags.Paint fire door and surrounding area at bottom of stairs on 1st floor.

Power wash floor of front porch as needed.Clean, wax & buff vinyl floors and halls on 1st & 2nd floors.Clean & paint utility closets on 2nd & 3rd floors; hang mops.Paint on columns in dining room.Power wash hall floor to crevice and paint white. Clean and paint spritzer room. Sand/paint (white)both sides exterior door to crevice Paint fence (black) on both sides along west property line. Paint electric box (black) on front of house.

Power wash floor of shed & hang tools on walls. Clean & straighten-up trophy room. Sand & paint (black) metal legs on dining room tables. other items to be determined

List of Chapter House Projects or Issues

Rolla Fire Dept. Inspection (alumni to complete)1. Correct junction box issues in kitchen. Alumni2. Add panic push bars with twist/turn locks to 3 doors. $450

3. Fix all exit lighting and battery packs to operate OK ?4. Install handrails as needed on outside steps & retaining walls ?5. Evaluate stove and repair or replace. ($300 to $9,000) ?

Web site upgrade ?Replace seating and floor boards on rear deck. $4,000Refurbish piano ($8,500) or buy used upright ($700 min). ?Acquire used shuffle board, video or Wii game ?Digital photo frame to show historical pictures $14Trophy case on wheels $450


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Other items to be determinedOther Chapter House Improvements

* All may be deferred indefinitely or not done at all

1. New flooring/baseboard trim 2nd floor halls $6,0002. Landscape Improvements in front yard $5,000

3. Paint exterior for more contemporary look $8,0004. Limited kitchen spruce-up $3,0005. Replace large front window above stairway $5,000 *6. Foundation repair in formal Living Room wing $15,000 *7. Inject foam insulation in exterior walls $30,000 *8. Other issues? ?

______Total $ 72,000


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Alpha Delta Zeta House Corporation Budget 2010-2011

Income (35,000/semester+1pmt) $78,250

Expenses:

23,645

Water Care 900

Tax Accountant 400Taxes 3,800

Fire Protection 300

Insurance 10,800

16,000

Training 1000

Events 800

Safe Deposit Box 30

Other Expenses 350

Reserve Account 2,225

ADD'L PRINCIPAL PMTS 18,000

Total Exp $78,250

Net Inc over Exp $0

Loan Balance on House as of 8/30/10: $265,572.01

Total Alumni Debt Collected: $8,252.79

Old Outstanding Debt: $913.36

New Outstanding Debt: $7,490.12

Alpha Delta Alumni

7/1/09 - 6/30/10 Financials

INCOME

RENT 59,750.00

488.35

DONATIONS 0.00

DEBT COLL. 373.93

$60,612.28

EXPENSES Budgeted for 2009-2010

23,645.16 23,645.00

Water Care 936.25 Water Care 900.00

Tax Accountant 400.00 Tax Accountant 400.00

Taxes 3,491.00 Taxes 4,000.00

Fire Protection 285.96 Fire Protection 250.00

Insurance 10,496.00 Insurance 11,000.00

7,662.12 18,000.00

Training 130.00 Training 1,500.00

Events 727.38 Events 750.00

Lock Box 28.00 Lock Box 55.00

Other Expenses 905.37 Other Expenses 0.00

Reserve Account 0.00 Reserve Account 500.00

ADD'L PRINCIPAL PMTS 9,000.00 ADD'L PRINCIPAL PMTS 9,000.00

$57,707.24 $70,000.00

Bank Pmts on Loan (mo. pmt)

Repair & Maintanence

INT (Sav+Ck)

Bank Pmts on Loan (mo. pmt) Bank Pmts on Loan\ Total w/out add'l p

Repair & Maintanence Repair & Maintanence

2011 spring meeting minutes

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