Lambda Chi Alpha Alumni Corporation Meeting Saturday, April 4, 2009 Summary of the Meeting ·The meeting convened at approximately 1:45 P.M. on Saturday, April 4, 2009 ·We had nine (9) Alumni Corporation members present. ·We had five (5) Alumni Corporation Board Members present ·Several Chapter Members (who were not Alumni Corporation Board Members) were present for some or all of the meeting. ·The Published Agenda was followed: Jim Lichty called the meeting to order. The agenda was reviewed. I.Chapter Operations Report Jim Lichty provided a slide presentation outlining the Chapter’s current membership status as well as statistics regarding associations and initiations for the past three (3) years. It was noted that after that Saturday night’s initiation ceremony, the Chapter would have sixty-two (62) members. The “62” number includes the eleven (11) new initiates. Attention was paid to the Association to Initiation ratio, and the amount of attrition of members. Despite having three solid years of membership recruitment, a significant number of Brothers drop out for a variety of reasons. Mike Malone commented that Chapter size needs to be in the 80 to 100 range in order for the Chapter to reach a point of stability. II.Financial Report Sid Calvo, due to his mother’s illness, was unable to be present. As a result, a detailed financial report was not made. Those present were asked to keep in their prayers Sid’s mother, Sid, and Sid’s family. Mike Malone and Jim Lichty reported that Sid Calvo had maintained meticulous financial records and praised Sid for his efforts in this area. Mike Malone and Jim Lichty reported that Sid Calvo provides periodic financial statements that provide sufficient detail in easy to understand form. MM and JL reported that the housing operation is a “break even” venture at best. MM & JL further reported that 38 (out of 40) beds is the approximate “break even” point and that the current housing contract number of 34 will result in a loss for the housing operation. It was added that the Alumni Corporation would be one major repair away from a financial crisis if the more beds are not filled between now and the fall. MM and JL reported that the dining operation is a small profit center for the Alumni Corporation. The more members that participate in the dining operation, the greater the profit for the Alumni Corporation. An excess revenue is used to offset losses/cover expenses/purchase equipment/materials for both the housing operation and dining operation. MM and JL repeated that there is very little margin between revenue and operating expenses and that this is continuing source of concern for the Alumni Corporation. III.Report on Legal Issues, Liability Issues, and University/Lambda Chi Alpha Headquarters Compliance Issues Mike Malone provided a handout to all persons present at the meeting. The handout included the following items: ·Copy of LXA’s 1988 Mandatory Resolution on Alcoholic Beverages ·Copy of LXA’s 1988 Mandatory Resolution Regarding Hazing ·Copy of LXA’s 1982 Mandatory Resolution Regarding Illegal Drugs (Each of these resolutions was passed by Lambda Chi Alpha’s Undergraduate Dominated General Assembly.) The handout also included: ·Information about Liability Insurance for undergraduate brothers, the Alumni Corporation, Alumni Advisors, and All Alumni Corporation Board Members ·Explanation of Risk Management Assessments ·Formula for Calculating Risk Management Assessments ·Education and Awareness Regarding “Harm Reduction” ·Event Planning ·Crisis Management ·Life & House Safety (These materials were taken directly from Lambda Chi Alpha International’s website.) Mike Malone confirmed that the Alumni Advisors (High Pi Jim Lichty and Faculty Advisor Dr. Jim Chapman) are covered by Liability Insurance purchased through the James Favor Company. Mike Malone confirmed that the Alumni Corporation and the Alumni Corporation Board Members are covered by Liability Insurance purchased through the James Favor Company. Mike Malone commented on the University Alcohol Policy which can be obtained from USC’s website. In locations under the jurisdiction of the USC Campus Police, drinking by persons 21 years of age or older is permitted in private residence areas. However, alcohol consumption is not permitted in common living areas. It does not violate University Policy for an individual under the age of 21 to be present in a private residence where alcohol is being consumed by a person 21 years of age or older. Mike Malone distributed an article explaining two (2) South Carolina Supreme Court decisions handed down in 2005 that address “minors” and social host liability. Mike Malone instructed Alumni Corporation Members to never provide alcohol to minors, and to always communicate to undergraduate members that they are expected to abide by all applicable laws and guidelines regarding alcohol possession and consumption. IV.Nomination and Election of Board Members to Fill Six (6) Vacant Positions Ten (10) Alumni Corporation members were properly nominated for the six (6) vacant Board of Director positions. The following six (6) individuals were elected to the Alumni Corporation Board of Directors: 1.Ted Hewitt 2.Luke Askins 3.Gordon Fletcher 4.Austin Taylor 5.Ron Nestor 6.Mitch Baker Those nominated but not elected: 1.Price Reeves 2.Kevin Hunter 3.Mike Dodd 4.Mike Love Those present discussed that all candidates who were nominated would have made fine Board Members and that in the future we should strive to avoid nominating more candidates than we have vacancies – if possible. Additional comments were made that possibly involving the individuals not selected on an Alumni Advisory Board should be explored. Jim Lichty and Mike Malone commented on the following points: (1) a large amount of Alumni Corporation business occurs via e-mail communications; (2) the Board, for practical reasons, will need to formally/officially delegate certain responsibilities to the Executive Committee. (This will prevent the need to have all 15 Board Members participate in decisions regarding the day to day operations of the Alumni Corporation.) V.Open Discussion The following topics were mentioned during this portion of the meeting: ·Allowing members to live in the house during the summer to generate revenue; ·Respect for the House Mother, Alumni Corporation Board Members, House Property, Personal Property, and Fellow Undergraduate Members; ·Fundraising efforts by the undergraduates (applauded by the Alumni Corporation) ·Summer Recruitment (undergraduates asked for help in this regard) and a Venue for a Possible Summer Rush Function ·Attendance at This Summer’s 100th Anniversary Leadership Seminar in Indianapolis ·Using Non-Traditional Marketing (Facebook, E-Mail, Website, etc.) to Recruit High School Seniors VI.Adjournment
The Alumni Corporation Meeting adjourned at 3:25 P.M.
Alumni Vote for Alumni Officers Alumni Vote to Acquire Chapter Mortgage from LCAP!
Meeting of the Alumni June 7, 2008 Location: Edward F. Nolan Chapter House
The meeting of the Lambda Chi Alpha Alumni Association was called to order on Saturday, June 7, 2008 by Brother Calvo at approximately 9:15am.In attendance were the following alumni:
Askins, Luke Calvo, Sid Corso, Steve Gillespie, Mike Goebler, Fred Johnson, David Lebel, Rick Reeves, Price
In attendance were the following undergraduates:
Corso, Mike Dial, Chad Fink, Harrision Fisher, Matt Miller, Stuart Pieper, Tim Shaw, Justin Velasquez, Richard White, Zack Williams, Austin
As there were no minutes from the previous meeting, no report was given. There was no old business to be discussed. As Brother Calvo was a candidate for election, the meeting was turned over to Brother Chad Dial, current High Alpha.A motion was made from the floor for the election of officers; the current board brought forth the following list of candidates:
Jim Tothill - President Sid Calvo - Secretary/Treasurer Mike Hartley - Member at Large Mike Malone - Member at Large Jim Lichty - High Pi
A call was made to the alumni group for any other candidates to be considered for the board; there were no additional candidates nominated. There was a motion from the floor to accept the slate of officers; the vote by the alumni was unanimous to accept the slate of officers.
The meeting was turned back over to Brother Calvo. The next order of business was the discussion and vote for the alumni association to assume ownership of the chapter house from Lambda Chi Alpha Properties by assuming the existing mortgage note. Corporate Resolution Whereas, Lambda Chi Alpha Properties, Inc., a non-profit Indiana Corporation, presently owns the Lambda Chi Alpha Chapter House (?Chapter House?) which is located at 527 Lincoln Street, Columbia, South Carolina29201, and which is contained within the Greek Village at the University of South Carolina; and Whereas, the Epsilon Psi Chapter of Lambda Chi Alpha, a chartered organization at the University of South Carolina which was established in 1945, presently occupies and utilizes the ?Chapter House? and has since the completion of construction in August 2006, is dependent upon the Chapter House to further its primary goals of developing male students at the University of South Carolina into men of character, encouraging high academic achievement, providing a wide range of leadership opportunities and activities designed to build and refine the leadership skills of its members, fostering high quality brotherhood and lasting friendships, contributing to and participating in campus life at the University of South Carolina, and serving the community and lending assistance to those in need; and Whereas, Lambda Chi Alpha Properties, Inc. has expressed its desire to transfer ownership of the Chapter House to the Lambda Chi Alpha Alumni Corporation (?Alumni Corporation?), a non-profit South Carolina Corporation, which through extensive fundraising and a great deal of hard work, generated funds sufficient to move forward with the construction of the Chapter House and to furnish the Chapter House; and Whereas, the Alumni Corporation has expressed its desire to accept ownership of the Chapter House and all responsibilities and obligations associated with such ownership; and
Whereas, the Alumni Corporation has been actively and directly involved in the management and operation of the Chapter House since the opening of the Chapter House in August 2006, and is prepared and capable of managing and operating the Chapter House at a level that will ensure the Chapter House?s upkeep and long term operation; and
Whereas, Alumni Corporation representatives have been in communication with Carolina First Bank, the entity which extended financing to Lambda Chi Alpha Properties, Inc. for the construction of the Chapter House, for the express purpose of assuming the mortgage loan obligation that presently belongs to Lambda Chi Alpha Properties, Inc.; and
Whereas, Carolina First Bank has responded favorably to the stated intention of the Alumni Corporation to accept ownership of the Chapter House, and to the stated intention of the Alumni Corporation to assume the mortgage loan obligation that presently belongs to Lambda Chi Alpha Properties, Inc.; and
Whereas, the Alumni Corporation is able to hold title to and interests in real property, and was created for that purpose; and
Whereas, the Board of Directors of the Alumni Corporation has carefully considered the many issues and obligations associated with accepting ownership of the Chapter House, and has recommended without reservation to the Alumni Corporation?s general membership that ownership of the Chapter House be undertaken;
Now, Therefore, Be It Resolved that the Alumni Corporation is hereby authorized to own and manage the above described Chapter House;
Be It Further Resolved, that the Alumni Corporation is hereby authorized to assume or otherwise take responsibility for the mortgage loan agreement for the above described Chapter House presently existing between Carolina First Bank and Lambda Chi Alpha Properties, Inc.;
Be It Further Resolved, that the Alumni Corporation?s Board of Directors is hereby authorized to do the following:
Review, consider, make decisions about, and execute documents necessary for and incidental to the mortgage loan transaction referenced above;
Review, consider, make decisions about, and execute documents necessary for and incidental to the University of South Carolina Greek Village requirements and services;
Purchase and secure all necessary insurance for and related to the Chapter House and its contents;
Set up all necessary bank accounts and establish any necessary credit in regard to the management, operation, and maintenance of the Chapter House; and
Enter into contracts and agreements related to the management of the Chapter House which may include but not be limited to the services of a housemother, the dining operation, housekeeping and maintenance, furnishings, professional services, etc.
A motion was made from the floor for the Alumni Corporation to accept the corporate resolution; the vote was unanimous to accept the motion. As there was no additional business to discuss, there was a motion to adjourn the meeting at approximately 10:15am. Respectively submitted by: Brother Sid Calvo, EP429 Secretary/Treasurer
