Sigma Phi Epsilon Fraternity
Alaska Alpha Alumni and Volunteer Corporation
Minutes Meeting 09-D
Sunday, March 22, 2009
The Alumni and Volunteer Corporation meeting 09-D was called to order in the UAF
Wood Center Conference Room A by President Ben Molnia at 2:43:57p.
Trustees Present: Josh Ream (by phone), Patrick Frymark (secretary), Tim Armbruster
(treasurer), Conor Brennan, Donald Davis (executive-at-large, by phone), Ben Molnia
(president), Jake Theurich (by phone), Jimmy Scarborough (by phone), Jack Morris (at
2:48), Josh Steadman (by phone, at 3:15).
Alumni Present: Ian Olson (Chapter Counselor)
Undergraduates Present: John Kirkland (president), Stephen Campbell (vice president
of finance), Ryan Duffy
Trustees Excused: None.
Trustees Unexcused: Louis Mallette, Jack Morris, Patrick Denny, Jojoe Nujoy, Brodie
Roll was taken by the Secretary.
Approval of the Minutes
President Ben Molnia called for the approval of Minutes 09-C and asked if anybody had
read them. Tim Armbruster moved to approve the minutes and Jimmy Scarborough
seconded. Josh Ream called for unanimous consent. With no objections Minutes 09-C
were approved as submitted.
John Kirkland reported that the undergraduates had retreat this weekend and that there
were two Epsilon and two Phi rituals. John stated that the chapter still needs eight
recruits and they have several recruitment events this week and will hopefully get more
new members from those events. He noted that there is one person currently interested in
joining. Ben Molnia asked John to name those who went through advancement. John
reported that Temple Dillard and Scott Hall went to Epsilon and Stephen Campbell and
Ryan Duffy went to Phi.
Vice President of Finance
Stephen Campbell has a conclave budget (Attachment 1) and will discuss it when we get
to the Conclave section of the agenda. Stephen reported that he had mailed in the Spring
bill and that it was $2110. He noted that the only person who currently owes dues is
Jonas Romero, who owes $10. Ben Molnia explained that he was covering Jonas’s dues
and that he paid in cash and was short $10 when he did. Ben paid Stephen $5 in singles
for Jonas’s dues.
Stephen reported that the chapter had paid for Twin Bears for retreat and it was $270.
Stephen stated that he was working with Ian Olson on the Balanced Man Scholarship and
that he was also working with Ivan Heffner to get the application on the website.
Stephen also stated that the alumni owe the undergraduates $425. Patrick Frymark noted
that this would have been done at least a month ago if the account did not require two
signatures. Stephen expressed his displeasure at this and told the AVC that it was up to
them to change the rules.
Stephen Campbell stated that he would like four people from the undergraduate chapter
to go to Conclave—Stephen Campbell, Temple Dillard, Ryan Duffy and Daniel Vaughn.
Stephen stated that he would like to be able to use companion fares. Ian Olson asked if
Stephen already knew where the companion fares were coming from and Stephen replied
that he did not but that anybody can get one by applying for the Alaska Airlines Visa
Card. Patrick Frymark responded that it was unreasonable to expect people to apply for
the card to get the companion fare and pointed out that the companion fare discount is
only issued after someone is approved and gets their first bill. Tim Armbruster noted that
the numbers on the hotel cost were off because each room will already have been
reserved for four people to accommodate the alternate and delegate from two different
chapters. Ian Olson responded that he thought the delegate and alternate got their own
room. He noted that, in 2005, Jojoe Nujoy, Patrick Frymark and he had all shared their
own room without anybody from other chapters with them. Patrick Frymark stated that
he thought this was so too. Tim Armbruster said that when he went to Conclave he was
assigned a room with two people from another chapter. Ian stated that the arrangements
in 2005 may have been because we were using the Chapter Counselor’s room. Stephen
noted that he did not budget for the AVC to pay anything for the hotel but that he expects
a donation of money from the alumni.
Stephen stated that fundraising for Conclave would take place on the Friday and Saturday
of Springfest and that the chapter would do carwashes. He stated that he expects about
$600 from the events. Tim Armbruster asked Stephen if he had talked to Student
Activities about this event because athletics normally does a carwash that weekend as
well. Stephen stated that he did not know about the athletics’ events and that he wanted
to do the event on Thompson Drive. Conor Brennan asked if there was a way to get
water out to that area and Ben Molina stated that the best place to do a carwash is at the
corner of University Avenue and Airport Way at Fred Meyers. Jack Morris noted that
water is free at the Mt. McKinley Bank on that corner and that when Greek Council did a
car wash there they brought in about $450.
Josh Ream noted that the people on the phone could not hear what was being said very
well and the projectors were moved so that the teleconference equipment was no longer
Stephen stated that he wants the AVC to pay for the registration fees of the
undergraduates going ($790) as well as 25% of the plane tickets ($505), for a total of
$1294. Stephen stated that he did not feel this was unreasonable. Conor Brennan asked
Stephen if he had checked other airline prices or considered flying Alaska Airlines to
Seattle and then a different airline for the rest of the trip. Stephen stated that flying
another airline would prevent people from collecting airline miles and that he does not
want to have to fly standby on the way down to Orlando. Josh Ream asked if anybody
had checked ticket broker sites like Travelocity.com. Stephen stated that in any case they
would have to fly Alaska Airlines to Seattle anyway. John Kirkland stated that a road
trip to Anchorage was also a possibility. Josh Ream stated that airline miles should not
have a lot of bearing on which flight is chosen and that the chapter should work to save
money. Stephen responded that he was not necessarily looking for a flight yet but that he
was looking for a ballpark number. Conor Brennan noted that Delta flies to Fairbanks in
the summer. It was also mentioned that Northwest flies to Fairbanks in the summer as
well and that the two airlines had merged. Jimmy Scarborough asked where Conclave is
this year and Tim Armbruster responded that it is in Orlando. Tim further stated that
Alaska Airlines is going to be the cheapest fare because of the companion fares. Tim
asked Stephen if he was putting up a proposal for funding. Stephen stated that he would
like the AVC to pay for the registration fees and 25% of the flight costs. Tim asked
Stephen to verify that it was $1294 and Stephen stated that the number was correct. Tim
stated that the 25% of flight costs would include money already being reimbursed to the
chapter by Nationals. Stephen stated that the chapter could ask Nationals for money if
they wanted to. Tim asked Ian Olson how much money the chapter could be reimbursed
and Ian responded that, at most, they have given the chapter half of the expenses but that
the money is not guaranteed. Ben Molnia stated that the chapter president may want to
call Nationals and ask about the reimbursement. Josh Ream asked to clarify that the
AVC was being asked to reimburse for 25% of the airfare. Tim Armbruster stated that
this was correct but that it assumed the companion fares would be used. Tim then asked
Stephen if he was looking for a specific dollar amount or a percentage of airfare. Stephen
stated he was looking for money. Tim noted that this would be $505. Tim stated that he
would feel better if the AVC were to sponsor a specific person for Conclave an not just
give the money to the chapter. He stated that this allows the AVC can pick appropriate
people who will ensure a return on their money. He further stated that the purpose of
Conclave is to take care of the fraternity’s legislation, make a presence for Nationals and
to inspire brothers. In years past, Tim noted, the AVC used to ask for a balance between
newer and older brothers to balance experience.
Vice President of Finance
Stephen asked the AVC for a grant of $600. He explained that the chapter began the
semester in a deficit because of the PMR. He stated that people like Jason Knight, Dan
Swisher and Jodi Serrono were still on the list and that the chapter had to pay for those
people. Stephen stated that he did not know those people would be on the PMR when he
was planning out the budget. Josh Ream asked why the chapter was still paying for these
people. Patrick Frymark read over the names of people who are no longer in the chapter
and explained that some people had resigned or been expelled but that there was no
official paperwork on that action so it could not be sent to Nationals. Patrick further
explained that people who have graduated always remain on the PMR until the following
March and that the system is designed so that if the chapter can recruit enough men as
new members their dues will negate the expenses of the graduated people. Josh Ream
proposed that the undergraduate chapter should find the men who are on the PMR but not
members of the undergraduates anymore and bill them for the expenses. Stephen stated
that the chapter could try that strategy.
Tim Armbruster asked Stephen how much money the chapter had. Stephen stated that
there was approximately $3700 in the bank. Tim clarified his question and stated that the
undergraduates owe Ian Olson and Nationals money and wants to know how much
money the chapter has after everything clears. Stephen responded that he could not
remember. Tim asked him to estimate and John Kirkland stated that it was probably
about -$400. Stephen replied that it was below $0. Tim stated that the AVC had given
the undergraduates money specifically to pay Ian and asked how they did not have that
money anymore. Stephen responded that it was an unrelated issue. Ian Olson asked if
the spring bill had cleared the account yet and Stephen responded that it had not. Patrick
Frymark noted that the $557 for YouthAIDS still had not been sent out because he was
uncertain of how much money was in the account. Tim Armbruster asked Stephen if he
was keeping books and Stephen replied that he was. Tim asked how it could be that he
does not know how much money the chapter has. Stephen replied that his notes are all
back at his home. Josh Ream told Stephen that he should not have come to the AVC
asking for money without having this information available. Tim Armbruster stated that
it appears the chapter does not have enough money to hold events but that there is still a
need to hold events to get recruits. Tim stated that he does not want to postpone the
money issue and asked if a motion could be made to spend money right now. Patrick
Frymark responded that spending money could only happen in New Business. Tim
recommended that the issue be tabled until New Business where he would propose a
$1000 grant to the undergraduates to include $600 for the current request and another
$400 extra. Tim noted that the AVC has just under $12,000 and that the money will not
do any good if there is no undergraduate chapter. Ian Olson noted on the whiteboard that
the chapter has about $3,700 in the bank with expenditures of: $1500 to Ian Olson,
$2100 to Nationals, $900 to Seth Miller and $500 to YouthAIDS, with a credit of $400
from the AVC. Ian’s notes showed about -$700 as the difference.
Ben Molnia stated that he enjoyed doing an Epsilon ritual at retreat and that we had not
done an Epsilon ritual in about 2 years. Ben stated that he would like to bring up the
issue of having two signatures required on the bank account in New Business because it
is difficult to coordinate schedules to physically go to the bank for withdrawals. Ian
Olson asked if it required 2 signatures of trustees and Ben responded that it required 2
signatures of the signatories on the account. Ben further noted that the money owed to
the undergraduates could have been gotten to them about a month and a half ago without
the 2 signatures rule. Ben stated that the chapter should be able to go after anybody who
takes money and that this current system is not working.
Tim Armbruster reported that the AVC has $11,990 in the bank account and $96.30 in
the PayPal account. He stated that there was a glitch with PayPal because PayPal wants
proof that the AVC is a nonprofit and that the addresses are all updated and correct. Tim
asked Patrick Frymark if he was checking the e-mail account and Patrick responded that
he was not. Tim stated that there were PayPal notices in the account dated as far back as
Tim Armbruster stated that basically everyone except for himself and Conor Brennan
were technically suspended because they have not paid dues. Tim stated that he did not
realize the rule on financial obligations would be put into the rules immediately, but
thought it was going to wait until this meeting. Tim decided that, unless Conor Brennan
disagreed, that the rule should be suspended. Conor stated that he had no objection to
that plan. Josh Ream suggested that the deadline for dues be extended by 30 days
because the stipulation had just become a rule recently. Tim Armbruster agreed and with
no objections the deadline for dues was extended by 30 days. Ben Molnia paid his dues
in cash and paid the remaining $5 balance on Jonas Romero’s account.
Tim Armbruster stated that he has not had enough time to create a budget and that he has
no good excuse.
Tax Identification Number
Tim Armbruster asked Jack Morris if he had found the TIN and Jack responded that he
was told Tim had it. Ian Olson asked what the status of the TIN is and Jack responded
that he had given the paperwork to the board. Ian asked Tim if Tim had it and Tim
responded that he did not.
Patrick Frymark reported that the newsletter is going to be sent out the last week in April
and that all submissions should be made before that. He mentioned that he had talked to
Donald Davis about the spotlight pieces and that the issues would be dealt with in terms
of one of the people who has not responded to the survey yet.
Ian Olson stated that the chapter was 8 members away from the National standard. He
stated that regardless of money issues the chapter needs to have resources to recruit. He
stated that the AVC needs to focus on aiding recruitment.
Board Resolution 08-2
Patrick Frymark explained that this was left over from last year and that it was resolved
by the adoption of the Rules of Procedure. Patrick suggested that the resolution simply
be voted on and failed. Jack Morris moved to vote and Tim Armbruster seconded.
Voting in favor were: Tim Armbruster and Donald Davis
Voting against were: Patrick Frymark, Conor Brennan, Josh Steadman and Jimmy
By a vote of 4-2 the resolution was defeated.
Election of a Parliamentarian
President Ben Molnia opened nominations for parliamentarian.
Jack Morris nominated Patrick Frymark who accepted.
Tim Armbruster nominated Conor Brennan who accepted.
Donald Davis moved to close nominations and Tim Armbruster seconded. With no
objections, nominations were closed.
Patrick Frymark stated that he was concerned about the amount of interpretive power he
would have if he was the parliamentarian because he basically wrote the entire document.
Jack Morris asked Patrick to talk about his experience in being a parliamentarian. Patrick
explained that he had worked as a parliamentarian in ASUAF and was experienced.
Conor Brennan stated that he had no experience but that he would like to stop the fighting
on the Board over the rules and get the meetings moving.
Jack Morris moved to vote and Tim Armbruster seconded. Josh Ream called for a point
of information and asked if there were rules about holding concurrent offices. Patrick
responded that it is not barred by our rules and Jack Morris stated that the position of
parliamentarian is not an office.
Voting for Patrick Frymark were: Josh Ream, Conor Brennan, Donald Davis and Jack
Voting for Conor Brennan were: Tim Armbruster, Jake Theurich, Josh Steadman and
The vote was tied 4-4. President Ben Molnia voted in favor of Conor Brennan.
By a vote of 4-5 Conor Brennan was elected the parliamentarian.
Payment of UAFAA Phone Bill
Patrick Frymark explained that he had already paid the bill and that it was approximately
$73. He stated that he did not have the receipt with him and that the issue could wait
until the next meeting.
Jack Morris moved to vote on the payment and Tim Armbruster seconded. Tim then
stated that he did not think we needed to vote on this expenditure because it is something
that has to be taken care of anyway. Ben Molnia decided that there would be no vote and
that Patrick would be reimbursed.
Duel Signatures on the Account
Ben Molnia stated that he would like to discuss getting rid of the requirement for two
signatures on the bank account. Jack Morris asked if the AVC ever got checks. Josh
Ream moved to change the account to one signature only. Tim Armbruster seconded.
Josh Steadman stated that requiring two signatures is a pain but that it is part of a system
of checks and balances. Ian Olson asked why the AVC can’t just write checks and Jack
Morris responded that the board does not have checks. Ian asked why not and Jack
responded that nobody had gotten them. Ben Molnia stated that the board had never
asked for them. Ian stated that someone had stolen a check and so the board got rid of
checks and added another signature on the account. He stated that if the board had a
checkbook the two signatures would not be an issue but if the AVC changed the
requirement back to one signature they should not get checks as a security measure. Ben
Molnia stated that there is a motion on the table and that it can either be withdrawn and a
proposal to buy checks made, or the current motion can be voted on. Stephen Campbell
asked Tim Armbruster which he would prefer and Tim responded that he would prefer a
one signature withdrawal but that his opinion does not speak for the entire board.
Voting in favor were: Jake Theurich, Josh Steadman, Josh Ream, Patrick Frymark, Tim
Armbruster, Conor Brennan and Donald Davis
None voted against the motion.
By a vote of 7-0 the motion passed and the account will be changed to a single signature.
Ben Molnia brought the board into other business. Tim Armbruster objected and stated
that he had a proposal to make. Ben Molnia brought the board back into New Business.
$1000 Grant Proposal
Jack Morris stated that the board had decided not to accept grant proposals unless they
are in writing and asked if we would accept this one. Ben Molnia clarified and stated that
this proposal is not in writing. Tim Armbruster stated that the board should not get
caught up in the rules and that it is too close to the end of the year for us to delay any
longer. Jimmy Scarborough moved to give $1000 to the undergraduate chapter. Donald
Jimmy Scarborough called for unanimous consent. Jack Morris objected.
Voting in favor were: Josh Ream, Patrick Frymark, Conor Brennan, Donald Davis, Jake
Theurich, Josh Steadman and Jimmy Scarborough.
Voting against was: Jack Morris
By a vote of 8-1 the motion passed and the undergraduates will be given $1000.
Josh Ream stated that he was in favor of giving the money to the undergraduate chapter
but that the board should expect them to get their paperwork in order and straighten out
the issues they have with the PMR and their deficit. Stephen Campbell stated that the
AVC has the power to audit the books and that he would encourage them to do so.
Board Resolution 09-1
Patrick Frymark stated that this was on the agenda because it was voted on outside of a
meeting and people should have the opportunity to speak on it if they choose. There was
Next Meeting Date
Jimmy Scarborough asked if there was a way to do the meeting so that it was not midday
during a weekend. Ben Molnia suggested Saturday, April 18, 2009 at noon. Tim
Armbruster stated that this would be perfect. Jimmy asked if there was a way to do it
earlier and Tim suggested 11:00.
The next meeting date is Saturday, April 18, 2009 at 11:00a Alaska time.
The meeting was adjourned at 3:52p.
At 5:27p on Sunday, March 22, 2009, Tim Armbruster asked that the minutes reflect that
Patrick Frymark had paid his dues and that Jack Morris is not required to pay his dues for
a 5 year period for his work on the TIN.
Undergraduate Budget Conclave 2009 August 12-15
Cheaspest Ticket (Stephen Campbell) 882.6
Companion Fare ($50+taxes) (Temple Dillard) 125
Cheapest Ticket (Ryan Duffy) 882.6
Companion Fare ($50+taxes) (Daniel Vaughn) 125
Total: (4 members) 2015.2
Registration On or Before June 30 2009 After June 30 2009
Delegate $0 $100
Alternate $0 $100
Member A $395 $445
Member B $395 $445
1 Room $139.00 1 room, w/ 4guys
Room Tax (12.5%) $17
Grand Total: $3,743
Spring Fest Car Washes (2) 600 $300 per day
2 Early Registration Fees $790
25% of total plane ticket cost 503.8 (4 guys)
Projected cost per man: $462