Annual Meeting 2021 Minutes (PENSOC)

-1- MINUTES OF THE ANNUAL MEETING OF MEMBERS OF THE PENINSULAR SOCIETY OF ALPHA DELTA PHI April 24, 2021 The annual meeting of the Members of the Peninsular Society of Alpha Delta Phi, a Michigan nonprofit corporation, was held on virtually on Saturday, April 24, 2021. The Board President, Sam DeBruin, called the meeting to order at approximately 10:30 AM., 27 participants appeared by Zoom. I. INTRODUCTION Sam provided an introduction to the members. He reported all required notices of the meeting had been mailed timely to alumni of the chapter based on the existing mail lists, and that he had received a number of proxies from members appointing him to act on their behalf of all items of business to come before the meeting. II. MINUTES OF APRIL 25, 2020 MEETING OF MEMBERS The 2020 meeting minutes were not available at the time of the meeting and were tabled until the next meeting. . III. ELECTION OF DIRECTORS Sam reported to the members that Mitchell Bieniek and Trevor Grantham were added to the Board on an interim basis. Sam also indicated one Board spot was still available and nominations would be accepted for that vacancy. Sam thanked Sean O'Leary and John Burpee for their past service on the Board. Both Sean and John will remain involved on committees, but have fulfilled their terms and decided to open the opportunity for Mitch and Trevor to participate. Sean O'Leary provided a quick note of thanks and noted the fraternity and Board have come a long way. It was great to see a full house for the 21 – 22 school year. Sam then presented Trevor Grantham and Mitchell Bieniek to serve three-year terms on the Board. There were no further nominations and upon a motion, duly made and seconded, both Trevor and Mitchell were approved unanimously. IV. CHAPTER UPDATE A. Sam provided an update on the state of the chapter. Highlights include: 76 actives, a strong chapter GPA of 3.40, 22 pledges in the fall/winter 2020-21 term, and 30 fall live-ins in the chapter house for the 21-22 school year. -2- B. Covid-19 Task Force. Jason Sparks provided an update of the Covid-19 Task Force that has been created by the Board. The task force includes alumni in the fields of medicine, public health and other industries. The house developed protocols for keeping the members safe, especially visitors to the chapter house. In addition, a contingency matrix for possible scenarios was created along with the supply chain for key cleaning supplies. There were no confirmed cases during the fall 2020 semester. In January 2021, there were three positive test cases among actives (two living in the house). Washtenaw County imposed a quarantine of the chapter house for two weeks. Mass testing indicated 15 of 23 live-in members received positive test results. The quarantine was lifted on February 13, 2021 after no additional brothers showed symptoms. The chapter has since returned to the previously established Covid- 19 guidelines post outbreak. Jason emphasized the first priority is the safety of the active brotherhood and the Board will continue to make decisions in the best interest of keeping all members safe. C. Rush Update. Art Nicholas provided a rush update to the members. Art announced that Joe Abernathy is the rush chairman and all recommendations should be sent to him. Amit Kapor, Joe Ortiz, Jon Bowerman and Art Nicholas are the alums supporting the rush organization. The goal for the 21-22 school year is 20 to 25 pledges. Art stressed to the membership that no first- term freshmen are allowed to rush, which creates the need for a strong sophomore push for fall and the buildup of freshman prospects for winter rush. The committee is working with Greek Life for compliance and to clarify the ability to actively recruit without being afoul of University guidelines. The committee is exploring several rush programs to improve visibility to students which includes a social marketing aspect that's been championed by John Bowerman. D. Initiation. Sam reported there still has been alumni involvement during the Covid- 19 period at initiation. The alumni involvement has been virtual. The alumni interviewed pledges on multiple topics including: backgrounds, campus involvement, recruitment, athletics etc. The purpose of the interviews is to look for potential red flags and identify future leaders. The interviews were done by multiple panel. Going forward, a committee is reviewing ways to modernize initiation. It was encouraged for all that want to get involved to contact Sam DeBruin. E. Alumni Board Update. The Board participated in a third strategic planning meeting in January 2021 with alumni and actives. The 2021-2022 PENSOC Board of Directors, and respective offices, is as follows:  Sam DeBruin P' 12 (President)  John Hartline P' 90 (Vice President)  John Sirrine P' 68 (Treasurer)  Chris Cornwall P' 85 (Secretary)  Jon Bowerman P’ 03 (Alumni relations chair)  Art Nicholas P' 85 (Foundation president)  Jason Sparks P' 02  Mitchell Bieniek P' 16  Trevor Grantham P' 14  One open vacancy remains -3- Additional committees include:  Rush – Art Nicholas, chair  focus on all aspects driving membership - networking, rush program support, University/IFC engagement support.  Traditions – Sam DeBruin, Chair  Focus on chapter leadership development, pledge program and initiation.  Operations – John Hartline, Chair  focus on planning relative to short-term (repair/maintenance), long-term (capital planning) needs, as well as engaging chapter leadership to solution operational issues.  Alumni engagement – John Bowerman/Sean O'Leary co-chair  focus on networking, fundraising and events.  Finance – John Sirrine, Chair  focus on financial planning and reporting F. Alumni LinkedIn site. Jon Bowerman previewed the new alumni website that will be refreshed and its use expanded for parents and pledges. Members were encouraged to participate in the LinkedIn site and to “like" and “post" matters. There will be a new member management system to expand opportunities of the Board within Alpha Delta Phi to create forums, job boards, networking, committee updates directory, document sharing, event management, marketing and to assist the Board in future succession. The Board hopes to implement this system by late 2021 or early 2022. Jason Sparks led a discussion regarding the database work and direct outreach by the Board in hope that it will be a part of the member management system. Jason emphasized the need for the payment of alumni dues and provided a shout out to Jerry McClellan for his database efforts to improve the annual dues process and collection. The goal is to have over 200 members regularly contributing annual dues, which in turn will help with house expenses. G. Finance update. John Sirrine provided a finance update to the membership. John indicated the cash position of the house is strong, although the house was not in strict compliance with the refinancing terms that occurred in 2016. However, the house has a good relationship with the bank and he anticipates consolidation of debt with a lower interest rate shortly. John reported the capital campaign contributions has helped sustain the house over the years and increased occupancy is key to sustaining the viability of the house in the future. It was again stressed that a full house and an increase in the number of actives are needed due to the cessation of the capital campaign. Due to the 32 projected leases for the 21-22 school year, the -4- financial position of the house is strong. However, additional annual dues payers are needed to cover the PENSOC expenses. H. 2030 Goals Revisited. Sam provided a brief review of the goals originally set during the January 2019 PENSOC retreat to achieve by 2030. This is an additional item to the annual Board meeting and it is the intent every year for the Board president to review the 2030 goals and update each of the members how we are doing as a group towards those goals. The update was well received and the members were pleased with the progress made by the Board. I. Sam provided notice of upcoming chapter and alumni events which are as follows:  Fall Rush- September 2021  Homecoming- September 25, 2021  Fall Initiation- December 2021  Annual membership meeting and golf outing April 23, 2022 Sam then opened the meeting for discussion and any other business members wished to bring up during the meeting. Discussion was limited and consisted mostly of questions for clarification regarding the presentation and good stories amongst the members. When no further business came before the meeting, President DeBruin adjourned the meeting at 11:32 AM. Respectfully submitted by: Chris Cornwall, Secretary Approved by: Sam DeBruin, President 4811-0448-3833 v1 [99998-1183]