[2612] in APO News
4/30/97 minutes-->with charley's standing policy in it, please read!!
daemon@ATHENA.MIT.EDU (Jill R Pelavin)
Sun May 18 23:46:42 1997
From: Jill R Pelavin <jrpelavn@MIT.EDU>
To: apo-minutes@MIT.EDU
Date: Sun, 18 May 1997 23:46:26 EDT
Minutes of (April 30, 1997)Chapter Meeting
Administrative notes:
~~~~~~~~~~~~~~~~~~~~
sorry for the lateness of these minutes
Start:7 pm; End:7:45 pm Present: Carolyn Jones, Lizzie, Dave, Joe
Kuchta, Michael Spitznagel, gina, Charlie, Alexis, Ari, Grant, Brian
Perrin, Melissa, Cathy, and Jill.
Officers' reports:
~~~~~~~~~~~~~~~~~
SVP (Lizzie): project today. This Saturday and Sunday: gifted child
conference. we need 4 people. PC: Brian Sniffen looking for PC
for floating hospital: family day and road race on the 18th
MVP (Michael): PTRM -May 10
Interviews-> this week. all brothers should go to them
AVP (Jill): minutes are being processed
Treasurer (Cathy): gimme $ . no news from DJR. hopefully this
time, they got it right.
FC (Charley): SFF Saturday in 26-110. No info from BU yet as to
their attendance. no dinner trip becuase of SFF. I'm working
on study breaks and finals cookies.
APOcEd (Jeffrey): not present
ASC (Lauren): not present
PubDir (David): need more paoint. white paint is $60/gallon at
Pearl (groan).
have new brushes, and I showed pledges how to sell drop posters
Historian (Brian): camera has film
Advisory Comm. Chair (Joe): nothing to report
President (Alexis): everybody voted for dsk's , and voting is over
Committee reports:
~~~~~~~~~~~~~~~~~
Carnival: Ari: we have many suggestions on what not to do next
time. thanks a lot to brothers who helped out with all the many
aspects of carnival. Now, lots of paperwork is left.
Chapter Book Committee: will have time soon, and a version
should be out by I-banquet
Archives Committee: there will be a family tree at I banquet
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Old Business:
~~~~~~~~~~~~
none
New Business:
~~~~~~~~~~~~
Charlie's policy:
~~~~~~~~~~~~~~~~
Charley: I formed a brand new standing policty on canduct on large
projects. I'm looking for comments to improve it offline.
(discussion follows, and here is the policy:)
Proposed Policy
It shall be the standing policy of the Alpha Chi Chapter of Alpha Phi
Omega regarding major projects that:
1. All major projects shall be approved in concept by the Chapter
no later than 6 months prior to the proposed date of the event.
At that time, a preliminary (estimated) budget shall be submit-
ted by those proposing to run such an event. By two Chapter
meetings after the approval in concept, the chairs of the project
shall submit a researched budget to the Chapter for approval.
2. Regular reports of progress and expenditure shall be made to
the Chapter and the Executive Committee to maintain accurate
track of the progress of the project. At any time, the Chapter
may cancel the project by a 2/3 vote. The Executive Committee
may provisionally injoin the project by a 2/3 vote, subject to
ratification at the following Chapter meeting by a 2/3 vote.
3. If at any time, the budget shall be found to be different from
that approved by the Chapter, the request for additional funding
shall be approved at a Chapter meeting. If no Chapter meeting
exists before the expenditure must be made, the Executive Com-
mittee may approve such a budget by simple majority given a 3/4
quorum of the committee.
4. After the project ends, a complete report shall be made to the
Chapter within reasonable time concerning all budgeted and un-
budgeted expenditures, all logisitical issues related to the project,
the effectiveness of the project in achieving its goal, and recom-
mendations for the future of the project.
Append the current standing policy titled "Separate Account for Major
Project" as a section 5, striking from "Move that it shall be..." through
"...of Alpha Phi Omega that"; inserting the words "for that term"
after the words "of the Chapter"; striking the words "Be it fourther
moved that", inserting the word "shall" after the words "all profits",
and replacing the word "income" in the fourth sentence with the words
"cash flow."
2
Thus the new policy titled "Approval and Conduct of Major Projects"
shall read:
It shall be the standing policy of the Alpha Chi Chapter of Alpha Phi
Omega regarding major projects that:
1. All major projects shall be approved in concept by the Chapter
no later than 6 months prior to the proposed date of the event.
At that time, a preliminary (estimated) budget shall be submit-
ted by those proposing to run such an event. By two Chapter
meetings after the approval in concept, the chairs of the project
shall submit a researched budget to the Chapter for approval.
2. Regular reports of progress and expenditure shall be made to
the Chapter and the Executive Committee to maintain accurate
track of the progress of the project. At any time, the Chapter
may cancel the project by a 2/3 vote. The Executive Committee
may provisionally injoin the project by a 2/3 vote, subject to
ratification at the following Chapter meeting by a 2/3 vote.
3. If at any time, the budget shall be found to be different from
that approved by the Chapter, the request for additional funding
shall be approved at a Chapter meeting. If no Chapter meeting
exists before the expenditure must be made, the Executive Com-
mittee may approve such a budget by simple majority given a 3/4
quorum of the committee.
4. After the project ends, a complete report shall be made to the
Chapter within reasonable time concerning all budgeted and un-
budgeted expenditures, all logisitical issues related to the project,
the effectiveness of the project in achieving its goal, and recom-
mendations for the future of the project.
5. All major project's (defined below) funds shall be placed in a sep-
arate fund which cannot be used by the Chapter until the books
of the Chapter for that term are closed. Requests for payment
from these funds must be signed by the project chairman or the
project treasurer. The purpose of all profits shall be decided when
the project is approved. A major project is defined as one which
has a gross cashflow of over five hundred ($500.00) dollars.
Rationale
This policy was drafted in response to concerns about standardizing the
manner in which the Chapter approves, handles, and follows-up major
projects. While there are many possible definitions of major projects,
the definition employed in the existing standing policy is maintained
for its ease of determination. By instituting this policy, brothers and
pledges planning new projects, as well as the SVP/President, will have
a set of guidelines for planning the project and setting up the logistical
and internal infrastructure necesary to run the project. In addition,
this policy helps protect the Chapter from the failure of projects which
are pushed forward with inadequate preparation.
Respectfully Submitted,
3
Charley Hamilton
(topics brought up: $500 flow, includes reg day, that's not a big project)
Charley: yeah, that would make for a better reg day, also, we
can have a sliding money scale (catagories discusses)
Ari: account rules are always flaunted, besides, the MIT system sucks.
Alexis: different catagories in your sliding scale-it's complicated
Michael: it's long; how about shortening it?
Charley: it's not replacing a policty, only part 5 is pre-existing
Jill: do you think policy will help or hinder the chapter?
Ari: I think people will just ignore it anyway...so no point to do this.
Michael: it will give people an idea what to do.
Cathy: having a guideline and ignoring it is better than not having it.
Charley: every three years, we have a chance to strike it down.
Ari: having separate accounts for each big project means setting aside
$1000 for each project. (and we can't get interest on that $)
(those were all the major points of the discussion)
Announcements:
~~~~~~~~~~~~~
Alexis: elections next week; talk to people, write candidate articles
Lizzie: there is a project this weekend. come!!!!
Charley: sign up for SFF
PFTGOTO:
~~~~~~~
David: flat tires suck
Grant: I have a summer job now!!!
Brian: free t-shirts
Alexis: my mother's birthday is today
(note: meeting ends in time for 8 pm 90210)
;)
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