Alumni Corporation 2018 Minutes of Annual Meeting
CLARKSON DU ALUMNI CORPORATION, INC
MINUTES OF ANNUAL MEETING
First Order of Business:
James called meeting to order at 2:00 PM.
Art Scottow was nominated and elected to be Alumni Secretary replacing Chuck Phillips. Chuck will remain on Alumni Board.
Minutes of Last Meeting:
Minutes of meeting on July 15, 2017 were read by James Conway and approved.
Presidents Report / State of Fraternity:
Chapter had early success with COGO event. They won the ice sculpture and were first to be awarded the DU Alumni Ice Trophy for Clarkson participants. The DU display tent was used for free coco with DU cup sand a focus area on campus. This is one of the chapter’s initiatives to highlight our brand on campus. It will be used at other events including when freshman and their parents arrive in the Fall where brothers will be available to help where they can. The tent was set up at our meeting for alumni to see.
The alumni were again able to send undergraduates to the DU Leadership Institute last summer. Another 5 members will be sent to Scottsdale, AZ this summer as well.
Alumni Board and Chapter completed project to compile Lambda and DU history to be located at chapter house.
With great efforts from brother Jim Wood ’64 the Board completed “The Next of Kin”. This document’s objective is to capture the essence of the legacy of Clarkson DU brotherhood and that this legacy is fragile and that solid leadership is continuously required to preserve and further develop with existing and future brothers. It is intended that new brothers read, understand and sign this pledge.
The board also drafted new By Laws for Alumni in order to reflect the current operations of the chapter house / Clarkson relationship. This was voted on by Alumni and will be addressed later in today’s meeting.
Treasures Report:
Treasure Rob Brai could not attend and James reviewed the report for the members. Copy of this report was provided to all present. Included were: Balance Sheet as of 6/30/18, Cash Flow Statement, House Occupancy Performance, DU House Campaign (Fundraising) and documented travel and registration expenses for DU Educational Events.
Questions and Discussion focused on how the fundraising moneys were spent which included several and significant improvements over the basic Clarkson house design as well as the additional rooms that will generate extra funds to use by Alumni to support chapter. Today, DU has the best designed and functional house on campus.
The importance of always occupying the minimum of 19 rooms each semester was discussed. If chapter does not fill the minimum then we will have a “rental” deficit and Clarkson could option to assign other students to vacant rooms. Also importantly Alumni would have less funds to support chapter.
We also discussed how both the chapter and alumni are working with Clarkson Facilities to maintain the house and also where the chapter can participate in a leadership position with this effort. For example, allowing members arrive earlier in the Fall to do housekeeping, landscaping (we have attractive plantings and features not often found on campus) and other approve projects. We are hopeful that Clarkson will agree to this early occupation proposal.
Chapter Report:
Ryan Azer provided comments on the current state of chapter house and membership. There are 11 new members and there will be 21 members living in the house this Fall. We have 27 members total which is slightly down as a result of the larger than normal number of graduating seniors.
The DU chapter has the highest on campus organization GPA average of 3.29!
The chapter scored above grade 5 on the Core Report (Clarkson’s measure of Fraternity / Sorority excellence). This was the second highest grade and could have been even better if the criteria for last report was made available earlier. It takes considerable effort for the chapter to complete this report each year. Next year’s has already been made available and chapter is confident they can obtain highest score.
Chapter has elected two advisers. Kristina Fetcher (Area Coordinator Resident Life) and Steve Smalling (Director of Major Gifts).
Chapter has highest work participation for local Habitat for Humanity.
Chapter raised $4000 for Make a Wish foundation last year.
Chapter with Alumni is working on a “task” calendar to assist with work plans throughout the year. There are many obligations, projects, events and deadlines to be managed by the chapter (author might add…..”in addition to maintaining an average 3.29 GPA”).
Current and Pending Business:
The By Laws were approved by email vote of 100 to 1. During the voting process several typos were discovered as well as the omission on how changes would be amended. Members agreed at meeting, through approved motion, that the language for amendments used in old By Laws would be added and typo’s corrected.
DU International recent Substance Free Housing policy was discussed at length. It should be noted that DU International Policy and Procedures Manual 5.1 Loss Prevention, Alcohol and Drugs already exists and that this new policy, a surprise to both Alumni and Chapter is much more stringent. While the risk of an alcohol or drug related incident could have major consequences and is understood by chapter and the Alumni Board we are concerned with the new policy as an over reach. Concerns expressed at this meeting included: DU did not consult membership or discuss a draft of new policy, changes are above and beyond University and local laws, there are conflicts with how our chapter house MOU with Clarkson function with regards to general on campus “dormitory” rules and student lodging placement, ability to comply to zero tolerance, disregard to alumni and students 21 and over rights and the overall lack of transparency of DU International when developing this policy. Discussion was lengthy. A motion was made approved by all that we would compile a letter documenting Alumni and Chapter concerns with the new policy and send to DU International. The chapter will also consider how this new policy would affect the realities of campus life and the concerns and ability of total compliance.
Hall of Fame / Hall of Honor Room recognizing Clarkson DU Alumni and chapter members for extraordinary achievements was discussed. This will contribute to our development of a historical legacy of DU brother’s leadership and continue to inspire new members. Chapter has an unused room (could also be utilized as handicap room when required) that would be used to hold and display references to extraordinary achievements / awards (examples could include: military, first responder, philanthropy, academic, society recognitions of service, etc.). Selection would be determined by Alumni and Chapter members. The room would also contain Murphy bed for use of occasional guests (alumni). A motion was made and approved to begin work on this project.
100 Year Anniversary:
Next October will be the 100th Anniversary of the creation on Lambda Iota and DU fraternity at Clarkson. Plans are being made for celebration at Clarkson in October 2019 Date to be soon finalized and communicated to membership. The Chapter and Alumni believe this is a very important event and statement about our heritage, leadership and contributions to Clarkson community.
Also noted was the Alumni gathering at the 1000 Islands Harbor Hotel, Clayton, New York this coming October 19th through October 22nd. For further information brothers are requested to contact Stub Estey or Chuck Phillips. Full information is (also) found on (this) Lambda DU web page.
Our traditional “passing the hat” and the brother donated food and beverages for lunch before meeting provided about $1000. Many thanks to all!
Adjournment:
There being no further business the meeting was adjourned at 3:45.
Art Scottow, Secretary
July 14, 2018
Presidents Report / State of Fraternity:
Chapter had early success with COGO event. They won the ice sculpture and were first to be awarded the DU Alumni Ice Trophy for Clarkson participants. The DU display tent was used for free coco with DU cup sand a focus area on campus. This is one of the chapter’s initiatives to highlight our brand on campus. It will be used at other events including when freshman and their parents arrive in the Fall where brothers will be available to help where they can. The tent was set up at our meeting for alumni to see.
The alumni were again able to send undergraduates to the DU Leadership Institute last summer. Another 5 members will be sent to Scottsdale, AZ this summer as well.
Alumni Board and Chapter completed project to compile Lambda and DU history to be located at chapter house.
With great efforts from brother Jim Wood ’64 the Board completed “The Next of Kin”. This document’s objective is to capture the essence of the legacy of Clarkson DU brotherhood and that this legacy is fragile and that solid leadership is continuously required to preserve and further develop with existing and future brothers. It is intended that new brothers read, understand and sign this pledge.
The board also drafted new By Laws for Alumni in order to reflect the current operations of the chapter house / Clarkson relationship. This was voted on by Alumni and will be addressed later in today’s meeting.
Treasures Report:
Treasure Rob Brai could not attend and James reviewed the report for the members. Copy of this report was provided to all present. Included were: Balance Sheet as of 6/30/18, Cash Flow Statement, House Occupancy Performance, DU House Campaign (Fundraising) and documented travel and registration expenses for DU Educational Events.
Questions and Discussion focused on how the fundraising moneys were spent which included several and significant improvements over the basic Clarkson house design as well as the additional rooms that will generate extra funds to use by Alumni to support chapter. Today, DU has the best designed and functional house on campus.
The importance of always occupying the minimum of 19 rooms each semester was discussed. If chapter does not fill the minimum then we will have a “rental” deficit and Clarkson could option to assign other students to vacant rooms. Also importantly Alumni would have less funds to support chapter.
We also discussed how both the chapter and alumni are working with Clarkson Facilities to maintain the house and also where the chapter can participate in a leadership position with this effort. For example, allowing members arrive earlier in the Fall to do housekeeping, landscaping (we have attractive plantings and features not often found on campus) and other approve projects. We are hopeful that Clarkson will agree to this early occupation proposal.
Chapter Report:
Ryan Azer provided comments on the current state of chapter house and membership. There are 11 new members and there will be 21 members living in the house this Fall. We have 27 members total which is slightly down as a result of the larger than normal number of graduating seniors.
The DU chapter has the highest on campus organization GPA average of 3.29!
The chapter scored above grade 5 on the Core Report (Clarkson’s measure of Fraternity / Sorority excellence). This was the second highest grade and could have been even better if the criteria for last report was made available earlier. It takes considerable effort for the chapter to complete this report each year. Next year’s has already been made available and chapter is confident they can obtain highest score.
Chapter has elected two advisers. Kristina Fetcher (Area Coordinator Resident Life) and Steve Smalling (Director of Major Gifts).
Chapter has highest work participation for local Habitat for Humanity.
Chapter raised $4000 for Make a Wish foundation last year.
Chapter with Alumni is working on a “task” calendar to assist with work plans throughout the year. There are many obligations, projects, events and deadlines to be managed by the chapter (author might add…..”in addition to maintaining an average 3.29 GPA”).
Current and Pending Business:
The By Laws were approved by email vote of 100 to 1. During the voting process several typos were discovered as well as the omission on how changes would be amended. Members agreed at meeting, through approved motion, that the language for amendments used in old By Laws would be added and typo’s corrected.
DU International recent Substance Free Housing policy was discussed at length. It should be noted that DU International Policy and Procedures Manual 5.1 Loss Prevention, Alcohol and Drugs already exists and that this new policy, a surprise to both Alumni and Chapter is much more stringent. While the risk of an alcohol or drug related incident could have major consequences and is understood by chapter and the Alumni Board we are concerned with the new policy as an over reach. Concerns expressed at this meeting included: DU did not consult membership or discuss a draft of new policy, changes are above and beyond University and local laws, there are conflicts with how our chapter house MOU with Clarkson function with regards to general on campus “dormitory” rules and student lodging placement, ability to comply to zero tolerance, disregard to alumni and students 21 and over rights and the overall lack of transparency of DU International when developing this policy. Discussion was lengthy. A motion was made approved by all that we would compile a letter documenting Alumni and Chapter concerns with the new policy and send to DU International. The chapter will also consider how this new policy would affect the realities of campus life and the concerns and ability of total compliance.
Hall of Fame / Hall of Honor Room recognizing Clarkson DU Alumni and chapter members for extraordinary achievements was discussed. This will contribute to our development of a historical legacy of DU brother’s leadership and continue to inspire new members. Chapter has an unused room (could also be utilized as handicap room when required) that would be used to hold and display references to extraordinary achievements / awards (examples could include: military, first responder, philanthropy, academic, society recognitions of service, etc.). Selection would be determined by Alumni and Chapter members. The room would also contain Murphy bed for use of occasional guests (alumni). A motion was made and approved to begin work on this project.
100 Year Anniversary:
Next October will be the 100th Anniversary of the creation on Lambda Iota and DU fraternity at Clarkson. Plans are being made for celebration at Clarkson in October 2019 Date to be soon finalized and communicated to membership. The Chapter and Alumni believe this is a very important event and statement about our heritage, leadership and contributions to Clarkson community.
Also noted was the Alumni gathering at the 1000 Islands Harbor Hotel, Clayton, New York this coming October 19th through October 22nd. For further information brothers are requested to contact Stub Estey or Chuck Phillips. Full information is (also) found on (this) Lambda DU web page.
Our traditional “passing the hat” and the brother donated food and beverages for lunch before meeting provided about $1000. Many thanks to all!
Adjournment:
There being no further business the meeting was adjourned at 3:45.
Art Scottow, Secretary
July 14, 2018